Medical Store Administrative Officer

Job Summary The Medical Store Administrative Officer is responsible for the day-to-day administration and coordination of Ju Eng Home’s medical store and related inventory activities. The role ensures that medical supplies, consumables and other assigned items are properly received, checked, stored, recorded, issued and replenished to support uninterrupted resident care and nursing operations. The Medical Store Administrative Officer maintains accurate inventory records, monitors stock levels and expiry dates, coordinates deliveries and works closely with Nursing, Procurement, Finance and suppliers to ensure appropriate stock availability and proper documentation. The role also supports the receipt, verification, recording and storage of approved in-kind donations anddonated supplies in accordance with JEH’s donation and inventory controlprocedures. The role is responsible for maintaining proper storekeeping practices, stock accountability, trace ability and audit-ready records. Key Responsibilities 1. Medical Store Operations • Manage the day-to-day administrative activities of the medical store. • Ensure medical supplies and consumables are properly received, stored and issued. • Maintain an orderly, clean and well-organised store environment. • Ensure supplies are stored according to applicable storage requirements. • Monitor stock availability and highlight potential shortages promptly. • Ensure commonly used and critical supplies are readily available to support resident care. • Support the smooth and timely supply of items to Nursing and other user departments. 2. Goods Receiving • Receive deliveries from suppliers and verify items against purchase orders, delivery orders or approved supporting documentation. • Check quantities, item descriptions, packaging and visible condition of delivered goods. • Verify expiry dates where applicable. • Identify discrepancies, shortages, damaged items or incorrect deliveries. • Liaise with Procurement on delivery discrepancies and follow-up actions. • Ensure delivery documents are properly acknowledged and maintained. • Escalate significant receiving issues to the Procurement & Supply Chain Manager. 3. Inventory Management • Maintain accurate inventory records for medical supplies, consumables and other assigned stock items. • Update stock receipts, issuances, transfers and adjustments promptly. • Monitor stock levels against established minimum and maximum levels. • Monitor reorder points and highlight items requiring replenishment. • Track consumption patterns and unusual changes in usage. • Assist in identifying slow-moving, excessive or obsolete stock. • Ensure physical stock is reasonably aligned with system or inventory records. 4. Expiry & Stock Rotation • Monitor expiry dates of medical supplies and consumables. • Apply appropriate stock rotation practices, including First Expiry, First Out where applicable. • Identify items approaching expiry and inform relevant departments early. • Coordinate appropriate redistribution or prioritised usage of near-expiry items where suitable. • Segregate expired, damaged or unsuitable stock. • Ensure expired or unusable items are not issued for resident care. • Maintain appropriate records relating to expired or disposed stock. 5. Stock Issuance • Process stock requests from wards and departments in accordance with approved procedures. • Prepare and issue requested items accurately and promptly. • Verify item and quantity before release. • Ensure stock issuances are properly recorded. • Follow up on incomplete or unclear requests where necessary. • Highlight unusual or excessive consumption patterns. • Escalate stock constraints or critical shortages to the Procurement & Supply Chain Manager. 6. Stock Replenishment • Monitor inventory levels and identify items requiring replenishment. • Prepare replenishment information, stock requests or purchase requisitions where required. • Coordinate with Procurement on outstanding or urgent supply requirements. • Follow up on expected delivery dates. • Highlight critical items at risk of stock-out. • Support contingency arrangements for essential supplies. • Maintain visibility of outstanding orders affecting store availability. 7. Stock Count &Reconciliation • Conduct routine cycle counts and scheduled physical stock counts. • Participate in periodic inventory stocktakes. • Reconcile physical stock against inventory or system records. • Identify and report stock variances. • Assist in investigating discrepancies. • Maintain supporting records for stock adjustments. • Follow up on agreed corrective actions arising from stock discrepancies. 8. In-Kind Donations &Donated Supplies • Receive approved in-kind donations delivered to JEH. • Verify donated items against the donor form, delivery documentation or relevant internal records. • Check the quantity, condition, packaging and expiry date of donated supplies. • Coordinate with the relevant user department to confirm suitability of donated items where required. • Record accepted donated items accurately in the appropriate inventory or donation records. • Ensure donated items accepted into the medical store are properly labelled, stored and controlled. • Apply normal stock-control and expiry-management requirements to donated supplies. • Segregate and escalate items that are expired, damaged, unsuitable or not approved for use. • Provide receiving confirmation and supporting documentation to the relevant department for donor acknowledgement. • Support stock reconciliation and audit requirements relating to donated items. • Maintain proper traceability of donated goods from receipt to issuance where applicable. • Refer donor communication, acknowledgement letters and fundraising-related matters to the appropriate department. 9. Supply Coordination with Nursing • Liaise closely with Nursing staff on medical-supply requirements. • Clarify stock requ…