Program Coordinator

Role Overview

Program Coordinator at NMC Royal Hospital. This role provides comprehensive administrative, operational, and accreditation support to the Medical Internship Program at hospital level, working under the supervision of the Program Director and in coordination with group-level medical education governance structures.

Role Purpose

To perform a wide variety of complex administrative support duties including business planning, budget tracking, administrative project coordination, and accurate records maintenance. The role ensures day-to-day operational coordination of the internship program, maintenance of survey-ready records, effective support to committees and governance activities, clear communication pathways between interns, faculty, leadership and institutional oversight bodies, and alignment with NIHS, DOH/DHA, and institutional requirements.

Key Responsibilities

Program Administration and Operations

• Coordinate daily administrative activities related to the Medical Internship Program
• Maintain intern rosters, rotation schedules, leave records, and attendance documentation
• Support onboarding, orientation, and offboarding processes for interns
• Act as a primary administrative point of contact for interns and faculty for non-clinical matters
• Maintain organized program files (electronic and/or physical) in accordance with institutional requirements

Accreditation, Compliance, and Documentation

• Maintain accurate and up-to-date documentation required for NIHS accreditation and regulatory oversight
• Support preparation for accreditation submissions, reviews, site visits, and audits
• Track compliance-related documentation, timelines, and action items
• Ensure records are maintained in a manner that is traceable, version-controlled, and survey-ready

Committee and Governance Support

• Provide administrative support to program-level committees including CCC, PEC/MEC, and other education-related meetings
• Coordinate meeting logistics, agendas, minutes, and action tracking
• Maintain committee records and ensure appropriate documentation and follow-up
• Facilitate communication between program-level committees and group-level governance bodies as required

Intern and Faculty Support

• Serve as a coordination point for intern queries related to schedules, documentation, evaluations, and administrative processes
• Support faculty and program leadership with educational activity coordination, teaching schedules, and documentation
• Assist with collection, collation, and organization of evaluation and feedback data as directed by program leadership

Confidentiality and Professional Conduct

• Maintain strict confidentiality of intern, faculty, and program records
• Handle sensitive information in accordance with institutional policies and professional standards
• Demonstrate professionalism in all communications and interactions

Quality and Safety

• Support internal reviews, audits, quality improvement initiatives, and program development activities as assigned
• Assist with site visits, orientation sessions, educational events, and faculty development activities
• Undertake other duties consistent with the role and scope of responsibility as assigned by the Program Director or DIO
• Comply with all Occupational Safety and Health policies and procedures
• Promote a safe working and learning environment across internship programs
• Report incidents, hazards, and near misses in accordance with institutional policy
• Participate in mandatory OSHMS training and initiatives
• Comply with Infection Prevention and Control policies and procedures
• Promote adherence to IPC standards across internship training environments
• Participate in mandatory IPC training and audits as required

Qualifications & Experience

Education

• Bachelor's degree or equivalent qualification
• Formal education sufficient to support administrative and operational coordination, accurate record-keeping and documentation management, committee and meeting administration, and handling of regulatory and accreditation-related documentation

Experience

• Experience in administrative or coordination roles within medical education, training programs, or healthcare institutions
• Demonstrated experience in coordinating meetings, schedules, and program activities
• Demonstrated experience in managing documentation, records, and correspondence
• Demonstrated experience in supporting governance or committee-based processes
• Demonstrated experience in handling confidential trainee and faculty information
• Experience supporting accreditation, regulatory, or audit-related documentation processes is desirable

Licensure

• No clinical licensure required

Skills & Competencies

Technical & Administrative Skills

• Strong organizational and document-management skills
• Ability to maintain accurate, complete, and audit-ready records
• Familiarity with standard office systems and electronic document repositories
• Administrative follow-up and action-tracking capability

Professional Skills

• Effective written and verbal communication skills for coordination with interns, faculty, and committees
• Ability to work within defined governance structures and reporting lines
• Professional discretion in handling confidential and sensitive information

Core Competencies

• Analytical Thinking (Proficient)
• Communication (Proficient)
• Teamwork (Proficient)
• Customer Focus (Proficient)
• Planning & Organizing (Proficient)
• Accountability (Proficient)
• Adaptability (Proficient)
• Attention to Detail (Proficient)