Position Summary
The Clinic Management Officer cum Personal Assistant to the COO provides high-level administrative support while assisting in the coordination and oversight of daily clinic operations. This role ensures efficient workflow, supports strategic and operational initiatives, and contributes to high-quality patient care and service delivery.
Responsibilities:
1. Executive Assistance
• Act as Personal Assistant to the COO, including managing schedules, coordinating meetings, and handling correspondence.
• Prepare, review, and follow up on documents submitted for approval and signature.
• Support the COO in tracking priorities, deadlines, and key deliverables.
• Facilitate communication between departments to improve operational efficiency and teamwork.
• Organize, schedule, and attend meetings; prepare minutes and follow up on action items.
2. Project Coordination
• Lead and coordinate special projects as assigned by the C.O.O, ensuring timely and effective execution.
• Monitor project progress and provide regular updates to the COO and relevant stakeholders.
3. Clinic Operations Support
• Assist the COO in overseeing daily clinic operations to ensure efficiency and compliance with organizational standards.
• Coordinate activities across departments/sections to maintain smooth workflow and optimal patient care.
• Support resource planning and utilization in alignment with approved budgets.
• Monitor daily operations to ensure high standards of patient care and service delivery.
• Identify operational issues and collaborate with section leaders to implement solutions.
• Contribute to initiatives that enhance operational efficiency, patient satisfaction, and cost-effectiveness.
• Support the achievement of operational KPIs and financial targets.
4. Procurement & Inventory Management
• Develop and implement procedures for
purchasing medical supplies, consumables, and equipment.
• Maintain an effective inventory management system to ensure adequate stock levels.
• Coordinate purchasing, receiving, and payment authorization for supplies and equipment.
• Liaise with vendors, evaluate products, and support procurement decisions for capital equipment.
5. Equipment & Facilities Management
• Establish and oversee maintenance programs for medical and office equipment.
• Ensure timely repair and proper functioning of all equipment.
6. External Relations & Compliance
• Liaise with government authorities, including the Hanoi Department of Health, and other relevant stakeholders to ensure compliance and smooth clinic operations.
• Maintain effective relationships with external partners and regulatory bodies.
7. Financial & Administrative Support
• Collaborate with the Finance Department on budgeting, inventory control, and cost management.
• Support financial planning and monitoring related to clinic operations.
1. Experience & Background
• 2-3 years of proven experience in Clinic Operations, Administration, Executive Assistance, or Operations Management, preferably in service-based industries.
• Prior experience working in healthcare, wellness, international clinics, or hospitality environments is highly desirable.
• Experience in procurement, inventory control, or facility management is a strong advantage.
• Proven track record of working with government authorities or regulatory bodies (experience working with the Hanoi Department of Health is a major plus).
2. Skills & Competencies
• Operational & Administrative Excellence: Strong skills in office administration, scheduling, meeting coordination, and meticulously managing executive documentation.
• Procurement & Inventory Management: Ability to manage supply chains, evaluate vendors, implement purchasing procedures, and control inventory efficiently.
• Core Skills: Exceptional communication, organizational, negotiation, and relationship-building skills to effectively collaborate across internal departments and external partners.
• Problem-Solving & Adaptability: A strategic thinker with a proactive approach to identifying operational bottlenecks and implementing effective solutions.
• Work Style: High level of professional integrity, confidentiality, and the capability to work independently under high pressure in a flexible, fast-paced environment.
• Language Proficiency: English - Native level
3. Language Proficiency
• English: Native-level proficiency (both spoken and written) is strictly required to effectively communicate with international patients, expatriate communities, and international corporate partners.
• Vietnamese: Fluency is highly preferred (to work with local staff and handle tasks with the Hanoi Department of Health).
• Additional languages are considered an asset.
Benefits:
- Attractive remuneration package
- Annual health check, memorable summer outing
- Medical examination and treatment for employee and employee's immediate family members
- 44hrs working per week
- 14 Annual leave per year
- Career development opportunities
