Clinic Executive - Vaping Cessation Clinic (1 year contract)

Position Overview 

The Health Promotion Board is seeking a dedicated Clinic Executive to support the daily operations of our counselling clinic for vaping cessation whilst providing comprehensive programme management support. This role involves providing administrative and operational support to ensure smooth operations. 

Key Responsibilities 

1) Clinic Support 

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 

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 

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   

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 

 2) Programme Support  

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 

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 

Data Management and Reporting 

• Extract and share programme data on weekly basis 

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

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