Reporting to the Assistant Director/Service Head, the Executive (Admin) will be part of the Community Mental Health Department within the Mental Health & Counselling Services Service Group. The Executive plays a key role in providing administrative support in areas such as service/programme administration and documentation, data and facilities management, as well as assist in matters related to corporate services.
ROLES & RESPONSIBILITIES
Facilities & Operations
- Support the Service Head/Manager in various administrative tasks to ensure efficient and smooth running of the Service Points.
- Upkeep cleanliness and maintenance of the facilities. This includes liaising with vendors, upkeep of first aid supplies and firefighting equipment. Ensure reception and meeting rooms readiness and cleanliness at start and end of the day.
- Assist in workplace safety exercises (e.g. fire drills) in accordance with safety guidelines and regulations.
- Update of all operational files and schedules. Perform asset tagging, ensure all physical fixed assets and records are in order with HQ-Finance. Provide support for ad-hoc projects such as office/Centre renovation.
Programme & Data Administration
- Work with relevant Programme Supervisors on backend programme administration and implementation, providing coordination and support.
- Prepare and provide support for outreach and publicity events as required. Prepare necessary resource materials to be provided to clients and caregivers.
- Perform data entry. Support in collation of data and statistics for reporting and publication content generation.
- Upkeep of relevant databases within the Service Point, including use of shared IT platforms for centralized depository of documents.
- Assist in ensuring personal data protection policies (PDPA) and measures in placed in daily operations
- Assist in volunteer management matters as needed, working with Volunteer & Community Engagement team and relevant parties to ensure timely execution.
Procurement & Finance
- Manage procurement and replenishment of office/Centre required consumables, stationery and supplies.
- Process accounts payable and receivable, raising purchase/payment requisitions, programme expenses tracking and see to month-end reconciliation
- Support in administering sponsorships and donations, including liaising with external partners where needed and ensure proper record-keeping for audit. Assist in donation-In-kind collection and distribution, working closely with HQ and Service Head/Manager to ensure smooth execution
Front Desk Administration & Secretariat Support
- Manage front desk duties. Attend to calls, emails and walk in enquiries. Sort all incoming documents and outgoing dispatches. Provide room booking and logistics support e.g. prepare beverages, setup of IT devices/equipment
- Responsible for word processing, and updating of all materials regarding schedule reports, filing, photocopy, letters, writing minutes of meetings, forms, brochures, proposals, statement of accounts, clients records etc.
HR & IT Administration
- Provide support in the onboarding and offboarding of staff/interns, where needed including purchase of new or refreshment of laptops, creation/deletion of email accounts, working closely with HQ-IT /vendor.
- Support in internship recruitment activities, liaise with stakeholders, and provide assistance to Service Points on internship-related matters
- Support in the administration and tracking of staff training plans and applications. Working closely with HQ-HR.
- Coordinate Service Point/Group/Organisational level events/meetings for staff participation, distribution of collaterals
- Provide support to the team in the resolution and management of Salesforce-related issues. Provide basic IT support to team.
REQUIREMENTS
- Diploma in any discipline
- Preferably 2 to 3 years of administrative experience
- Willingness to learn and adapt
- A strong team player with good interpersonal skills
- Proficient in IT and Microsoft Office applications (Word, Excel & PowerPoint).
LOCATION: Toa Payoh
Please apply for this position via this link
Thank you for your application. We regret that only shortlisted candidates will be notified for interviews.
