Administrative Assistant (City Hall)

Job Summary

We are seeking a detail-oriented Application Assessment Officer to serve as the primary point of contact for applicants to our scheme. This role involves comprehensive application processing from initial review through to final approval and post-approval activities, ensuring a smooth and efficient experience for all applicants.

Responsibilities

Application Processing & Quality Review

• Review incoming applications to ensure completeness and compliance with scheme requirements.

• Identify and resolve missing documentation or information gaps to maintain high quality standards.

• Maintain accurate and up-to-date records of application status and progress using established tracking systems.

Stakeholder Communication & Coordination

• Communicate clearly and professionally with applicants to clarify requirements, request additional information, and provide timely updates on application status.

• Coordinate effectively with internal teams and external stakeholders to ensure a smooth and seamless application review process.

• Respond promptly and professionally to applicant enquiries to deliver a positive and supportive applicant experience.

Decision Communication & Follow-Up

• Communicate assessment outcomes clearly, outlining next steps for both successful and unsuccessful applicants.

• Process acceptance forms from successful applicants and verify that all required documentation has been received.

• Collect and review content materials from successful applicants for website publication, ensuring accuracy and completeness.

Required competencies and certifications

• Proficiency in Microsoft Office Suite and database management systems to manage application data efficiently
• Ability to maintain confidentiality and handle sensitive information appropriately to protect applicant privacy

Preferred competencies and qualifications

• At least 2-3 years of experience in administrative roles involving application processing or customer service
• Strong written and verbal communication skills to interact professionally with diverse stakeholders
• Excellent attention to detail and accuracy in document review and data entry to ensure data integrity
• Strong organisational skills to manage multiple applications simultaneously and meet deadlines
• Customer service orientation demonstrating patience and empathy when dealing with applicants
• Ability to work independently while maintaining regular communication with supervisors
• Adaptability to changing processes and requirements to support continuous improvement
• Understanding of government processes and procedures advantageous for navigating scheme requirements
• Experience with content management systems preferred to support website publication tasks

Location: City Hall

Working Hours: Mondays to Fridays office hours
Duration: 3 Months (extendable)
Salary: Monthly rated

EA License No.: 96C4864 (Shanice Lim Xin Ni)

Reg. No.: R22110485