Administrative Assistant

Fresher

Not Disclosed

Job Description

Assists the Manager in carrying out the programme's administrative tasks and duties to support smooth running of the centre.

Manage day-to-day administrative tasks and duties, such as:

Respond to enquiries about centre's services
Complete clients registration and invoicing and coordinate clients schedules, attendance, and transport arrangements
Liaise with clients, next-of-kin (NOK)/caregivers and other Service Providers
Liaise with finance department on any financial matters
Maintain and update clients records and movement in the Client Management System (CMS)
Process clients billing and update payment records using the ERP billing system (Microsoft Business Central)
[Applicable for satellite centres only] Assist with payment collection, issuance of receipts, and cash/cheque deposits in accordance with the Finance Income and Receipts SOP.
[Applicable for satellite centres only] Administer and safeguard Petty Cash in accordance with the Finance Payment Procedures SOP.

Responsible for the management of the following external portals such as but not limited to the following:

Client Referral Management system for managing clients referral.
Household Means-Testing System to identify the eligibility of clients government subsidies
MOH subvention claim portal for submission of quarterly and annual caseloads
Equipment Portals for application/submission of clients devices claim and reimbursement
To provide progress reports on funding indicators for reporting purposes
Supports administrative liaison with external institutions, including AIC, MOH and external auditors, by collating records, coordinating routine correspondence and following up on requests under the guidance of the Assistant Manager/Manager. Escalates non-routine queries and matters requiring approval
To setup, maintain and update relevant databases for the tracking or reporting of programme milestones and outcome indicators.
Provides support to other administrative functions such as managing the inventory record, procurement, management of donation-in-kind (DIK), etc.
Provides support in facilities management of the centre.
To be familiar with organisational safety procedures and provide assistance as directed when required. Complete incident report and assist in incident investigations when necessary.
To participate in events organised/ supported by SPD as and when required.
Any other duties assigned as and when necessary (e.g., Providing coverage for other centres on ad hoc basis, involvement with corporate events/workgroups, etc.)

ADMINISTRATION

Assist the Manager and other key staff in overseeing and ensuring the administration and smooth operation of the programme.
Respond through email/phone/meetings to various stakeholders queries regarding administrative and operational processes.

Requirements

At least an O Level/A Level/ITE Certification from a recognised educational institution
Proficient in MS Office applications
Good communication and problem-solving skills
Experience or background in social service sector would be advantageous
Applicants with advanced qualifications and a strong track record in administrative roles may be considered for an Admin Executive position