Clinic Executive - Vaping Cessation Clinic (1 year contract)

Position Overview

The Substance Abuse Programme Department plans and implements National Tobacco Control Programmes through a comprehensive multi-pronged approach encompassing public education, strategic partnerships, and policy development to promote nicotine-free lifestyles. These initiatives align with HPB's vision of transforming Singapore into a nation of healthy people whilst establishing the organisation as a recognised local and international authority on health promotion. The department is seeking a Programme and Clinical Support Executive to support the daily operations of its Preventive Health Programmes and Vaping Rehabilitation Clinic.

What You Can Expect

You will take an active role in planning, coordinating, and managing interactions with colleagues, partners, vendors, and programme participants to ensure the seamless delivery of our comprehensive tobacco control initiatives. This includes overseeing both voluntary and mandatory vaping and smoking cessation programmes, as well as coordinating preventive ground activations with partners to amplify our anti-tobacco messaging during key campaigns. These efforts collectively support Singapore's goal to reduce vaping and smoking prevalence across the population.

Key Responsibilities

1. Programme Support

a) Cessation Programme Operations Management

• Process validation test applications and maintain test appointment scheduling

• Conduct virtual validation test and verify validation test results

• Process incentive disbursements to participants

• Update and maintain participant database and programme touchpoint locations as required

b) Inventory and Logistics Management

• Coordinate distribution of programme collaterals and materials

• Track logistic flow of inventory movement between vendors and storage facilities

• Monitor stock levels and coordinate replenishment as needed

c) Data Management and Reporting

• Extract and share programme data on weekly basis

• Collect and compile programme operational data for performance monitoring as required

d) Query Management and Communication

• Manage shared mailbox and address member of public queries

• Maintain accurate records of all participant interactions for programme

• Handle basic enquiries independently and escalate complex issues to senior officers in accordance with service level agreements

• Maintain professional communication standards to all enquiries  Any other ad-hoc or new tasking as directed by Head of Department

2. Cessation Clinic Support

a) Clinic Administrative Support and Patient Management

• Maintain appointment rescheduling records

• Handle patient enquiries and provide information about clinic services

• Maintain patient documentation and ensure proper filing systems

• Assist with daily backup of attendee listing and record

b) Data Management and Reporting

• Extract and share clinic data on weekly basis

• Collect and compile operational data for performance monitoring as required

• Support quality improvement initiatives through comprehensive data collection and analysis

c) Query Management and Communication

• Manage clinic mailbox and address enquiries

• Maintain accurate records of all communication interactions for clinic

• Maintain professional communication standards to all enquiries

d) Team Support and Coordination

• Provide backup support for various clinic functions as needed

• Any other administrative work that may be required to support clinic operations

3. Requirements

a) Experience and Qualifications

• Minimum Diploma or GCE ‘A’ level qualification

• Experience in operations and data reporting preferred

b) Skills and Competencies

• Excellent customer service, communication, and data reporting skills

• Strong time management abilities and capacity to handle multiple concurrent tasks

• Proficient knowledge of Microsoft programmes (Excel, PowerPoint, Word, Outlook)

• Meticulous attention to detail and comfortable working with numerical data

• Comfortable with IT systems and ability to learn new software platforms quickly

• Strong organisational skills with ability to manage competing priorities

• Professional demeanour and ability to maintain strict confidentiality

c) Working Arrangements

• Monday to Friday, 7.45am to 5.15pm

• Work physically onsite