Asst Manager, Emergency Planning

1. JOB SUMMARY

• To support Director (Emergency Planning) in the planning, development, and implementation of Enterprise Risk Management (ERM) and Business Continuity Management (BCM) in the hospital, in alignment with prevailing framework and guidelines from National Healthcare Group (NHG) and/or Ministry of Health (MOH).  
• To plan, coordinate and work with respective internal (TTSH and NHG) and external agencies (MOH, other healthcare institutions etc.) in risk management, development of Business Continuity Plans (BCPs), and development, monitoring and assessment of operational readiness plans.
• To support Civil Emergency (CE), National Emergency (NE), Outbreak Crisis Management, if needed.    

2. MAJOR DUTIES & RESPONSIBILITIES

 (A) Specifics

ERM

To assist Director (Emergency Planning) in driving risk management efforts across all departments within the hospital, in alignment to the National Healthcare Group Enterprise Risk Management (ERM) Policy.

To provide professional expertise in the development of the business continuity program to gradually increase the resilience of the hospital towards unforeseen disruptions and mitigate the emergent risks due to evolving changes in the operational environment.

1. Risk Reporting to Senior Management

• Ensure the institution’s risk management initiatives/ activities are aligned with the NHG Enterprise Risk Management Policy.
• Prepare Top Risk Reports and relevant updates for regular reporting through the Institution’s Assigned Risk Lead (ARL) to TTSH’s Quality Council and NHG Board.
• Implement risk management directives approved at management platforms (TTSH Quality Council and NHG Board)

2. Risk Assessment and Implementation of Controls

• Aggregate and consolidate clinical and non-clinical risks across all risk domains from the heads of departments and/or assigned risk coordinators.
• Analyze and evaluate threats to the institution’s core functions by assessing the risk probability and impact in TTSH Risk Register.
• Evaluate risk scores submitted by various departments to ensure accurate representation.
• Actively identify new threats to the hospital whenever there is a change in environment (services, regulations, infrastructure, policies etc.). Identification of new threats can be done by gathering and analyzing data collected through regular engagement of senior management, survey and/or research.
• Implement directives related to identified risks approved at management platforms (TTSH Quality Council and NHG Board).

3. ERM Program Development

• Facilitate training of staff, risk coordinators and HODs related to risk management, including the curation, development, and monitoring of training programmes.
• Ensure organization wide awareness of risk management through the implementation of the new NHG ERM system (includes training and implementation).
• Review risk criteria and matrix to ensure they remain relevant to the institution.
• To provide professional input to the analysis of risks related to business continuity in TTSH.
• Participate in the bi-monthly NHG ERM meetings.

BCM

To work closely with the Business Continuity Management (BCM) Workgroup, Head of Departments (HODs) and BCM department coordinators for the planning, development, and management of business continuity plans within the Department(s) to meet the department’s/hospital’s objectives in delivery of healthcare services during a disruptive event.

To actively support the abovementioned stakeholders in providing timely departmental performance reporting, as well as planning, implementing, and managing of initiatives and solutions towards determined objectives.

1. BCM reporting to NHG Board and BCM Workgroup

• Provide regular updates and reports on the progress and activities of BCM for the institution to the NHG Board and BCM Workgroup.
• Implement directives related to business continuity approved at management platforms.

2. Cyclical review and development of Business Continuity Practices according to the annual BCM Life Cycle

• Understand and analyze the evolving hospital’s operating environment and during/after a significant disruptive event to the hospital, and thereby establish and propose the areas of needs for business continuity.
• Identify relevant threats concerning BCM from the TTSH Risk Register and review the impact on critical business functions with the BCM workgroup, HODs and department BCM coordinators.
• Review and update BCP plans, criteria and strategies with the BCM workgroup, HODs and department BCM coordinators needed to recover critical business functions during a disruptive event across the hospital. 
• Maintain and ensure the relevancy of business continuity plans at both the hospital and department levels.

3. Training and development

• Responsible for the planning and implementation of training programmes for department BCM coordinators, BCM awareness workshops, and other internal events.
• Contribute to intra-cluster learning and sharing workshops.
• Participate in the NHG BCM Community of Practice (CoP) quarterly.

4. Project management

• Liaise and coordinate with stakeholders to carry out business continuity management initiatives and projects within the hospital.
• Function as the key interface for the hospital with staff from other disciplines and service functions (nurses, case managers, therapists, administrative staff) with the aim to improve business continuity management and plans for the hospital.
• Facilitate and handle enquiries regarding business continuity management and linking up to respective parties.

 (B) GENERAL

• Financial Management
  • Provide financial accountability by forecasting, preparation and justification of operating and capital budgets for the section.
  • Perform review of budgets and variances; assists in ensuring that the section operates within the budget allotted.

• Leadership
  • Provide operational leadership in ensuring hospital readiness to support and response in the management and operationalization of ERM and BCM.
  • To embrace change and lead by example in challenging the status quo and planning ahead on operational and tactical issues.
  • Enable an environment of open communication, transparency and effective teamwork.
  • Be a change agent and inculcate mind-set change for hospital / departmental level initiatives and establish collegiality and effective teamwork.
  • Provide leadership, guidance and motivation for employees to perform to the best of their abilities and develop to their full potential.

• Overall system review
  • Plan, drive and manage quality improvement projects at hospital /departmental level
  • Identify, drive and manage business continuity plans improvement projects at hospital wide/departmental level.
  • Maintain and ensure the relevancy of the business impact analysis register and business continuity management data inventory at hospital / department level. 
  • Any other duties assigned by HOD

3. ORGANISATION RELATIONSHIPS

4. JOB REQUIREMENTS

1. EDUCATION, TRAINING AND EXPERIENCE

• Degree holder with at least 5 to 8 years of work experience in Enterprise Risk Management and/or Business Continuity Management.
• Management experience in a large organisation setting preferred.
• Preferably experienced in healthcare management, especially in the domain of healthcare operations.
• Experience in leading a team.
• Experience in emergency preparedness – training, coordination, project management is an added advantage.
• Able to perform and ability to apply discretion and logical thinking in handling situations.
• Strong communication and inter-personal skills

(B) PROFESSIONAL LICENCE

• Preferably with Certifications in Enterprise Risk Management and/or Business Continuity Management Systems.

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