National Programme Operations Manager, MInTFM

Job Title: National Programme Operations Manager MInTFM

Reporting to: National Clinical Director, MInTFM

Base: Kuala Lumpur, with national travel expected     

Contract type: Full time / Permanent 

Hours of work 35 hours per week 

About MInTFM

Recognising the need for strong primary care and at the invitation of the Malaysian Ministry of Health, this programme for Family Medicine Training is a collaboration between RCSI & UCD Malaysia Campus (RUMC) – formerly Penang Medical College -, Irish College of GPs (herein referred as ‘Irish College of GPs’) and iHeed.

The programme commenced in October 2019 and consists of the Irish College of GPs curriculum for Family Medicine, contextualised to Malaysia. In 2015, there are circa 550 trainees in total.

The MInTFM Programme is delivered in a similar way to the Irish GP Training programme in a four-year training scheme, leading to registration on the National Specialist Register of Malaysia, with family medicine being the cornerstone of all efficient health care systems. MInTFM Graduates are also eligible for entry on the Irish Specialist Register. All trainees are also required to sit the Membership examination of the Irish College of GPs (MICGP). The sharing of knowledge and expertise between the Irish and Malaysian training programmes is key to the continued success and growth of the programme. Further information on https://www.rumc.edu.my/mintfm/

Job Purpose 

This senior role is responsible for assisting effective, efficient, streamlined and high-quality operation of the full Family Medicine Training & Assessment lifecycle, from recruitment and selection through to graduation and gazettement of FMS Specialists. The job holder will support the National Clinical Director (NCD) by implementing, resourcing and managing the MInTFM Training team. This role will work closely with the NCD to plan and manage the implementation and scaling up that is currently being implemented in line with MInTFM’s Strategic Plan and will also provide support with continuous improvement initiatives across all operational processes.

Nature and Scope 

This new role has been created to assist with all non-academic aspects of the NCD’s current role, for example in programme budgeting, marketing/recruitment, systems implementation and people management for non-clinical roles. It is a varied, generalist role requiring the jobholder to display agility, high-energy, and be at ease in a fast-paced academic environment. The person selected will act as a key operational advisor to the NCD and contribute to national-level decision-making.

Key Result Area (KRA’s)

  1. Manage the national strategic planning for continued growth, standardisation, resourcing and operational effectiveness of the MInTFM programme. 
  2. Ensure that training schemes are optimally resourced, particularly with regard to scheme accommodation, administration, and Trainers, both in hospitals and in primary care clinics. This involves close collaboration with NCD, Deputy-NCD, MOH stakeholders, balancing resource advocacy with process improvements and efficiencies. There will also be a requirement to oversee trainee placement as part of this role.     
  3. Help translate FMS Training strategic goals into operational plans.  Implement and be responsible for managing the delivery and setting KPIs for direct reports, within agreed time frames. The incumbent will oversee project management for the implementation of work streams supporting the delivery of the MInTFM Training Programme, as directed by the NCD. 
  4. Support the management, coordination and delivery of MICGP Examinations in Malaysia.
  5. Be responsible for making decisions on non-clinical / general operational issues as they arise. This encompasses general miscellaneous HR, IT, Finance and other resource systems, in support of the schemes operating nationally. 
  6. Lead and manage the administrative support teams required to work with the NCD and Deputy, Scheme Directing Teams, Trainers, and other stakeholders as required, to ensure the smooth delivery of the National Training Programme. Direct reports would include Scheme Coordinators, Learning Team, Finance and HR MInTFM      representatives, and other administrators as allocated by NCD.
  7. In collaboration with the NCD and Deputy, lead Programme Accreditation activities, with appropriate stakeholders. 
  8. Lead and manage the trainee recruitment process including promotional campaigns/webinars.  Keep up to date with industry and sectoral changes in recruitment, and lead and manage the technological changes in recruitment and selection processes to enhance the processes as required. 
  9. Manage all operational aspects of MInTFM Training Conferences and workshops, including managing and signing off on conference budgets and expenses, in line with the budget.
  10. Manage the MInTFM team ensuring that they are fully motivated, able and delivering on all aspects of their jobs. This includes liaison with the NCD when managing all direct reports’ performance management reviews.
  11. Assist with the preparation of a wide range of programme reports for the MInTFM Board and associated Academic Councils/Committees.
  12. Collaborate with RUMC and ICGP leadership and stakeholders to further embed the MInTFM programme within RUMC and ICGP’s academic structures, ensuring alignment with institutional policies, processes, and strategic goals.
  13. Working with the technology partner, iheed, to implement and maximise use of programme software systems to ensure consistent, proactive improvement.
  14. When NCD is unavailable, liaise with Deputy NCD for the smooth operation of the MInTFM programme, including making key operational decisions in a timely fashion.

Person specification 

The Director will have the following knowledge, skills, expertise and competencies:

Qualifications & experience 

  • Must be a Malaysian National.
  • Fluent in spoken and written Bahasa Malaysia.
  • Relevant third level qualification, or equivalent, with recognised qualification/experience in people/project management.
  • Minimum of 10 years’ management experience in a similar role that includes change management within a similar professional body, managing workflows and understanding medical training. 
  • Working knowledge of the Malaysian Medical System. 
  • Demonstrated ability to lead cross-functional teams in a complex, multi-stakeholder environment.
  • Excellent interpersonal skills that include emotional intelligence, discretion, influencing strategies, negotiating skills and experience liaising with representatives of external organisations.
  • Proven Finance and Budget management skills
  • Proven ability to build trust and manage key strategic relationships with a diverse stakeholder group. 
  • Event / seminar/ conferences / workshop management experience. 

Technical competencies 

  • Excellent ICT skills with capacity to maximise technology to increase efficiencies
  • Website and digital marketing experience

Behavioural competencies 

  • Strong organisational, inter-personal and negotiating skills.
  • Result focused, target driven and has the ability to work to tight deadlines.
  • At ease with presentations both remote and in person. 
  • Proven people management skills 
  • Resilient with extensive experience in managing diverse teams 
  • Cultural awareness: Must display understanding, recognition, and appreciation of the differences and similarities between a variety of diverse cultures. 

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