Executive, Admin

COMPANY DESCRIPTION

MINDS has been caring for Persons with Intellectual Disabilities (PWIDs) and their families since 1962.

Grounded in the belief that all PWIDs have innate abilities and talents, MINDS is committed to empowering them and enhancing their quality of life, while advocating for greater inclusivity for PWIDs as a nation.

MINDS is today one of the largest charities in Singapore employing more than 850 staff. With the key focus to expand community-based services, improving the employability of PWIDS, strengthening education, and engendering inclusive community living, MINDS offers a holistic range of services and programmes across the PWIDs lifespan.

These include schools, employment and training development centres, home-based care services and community-based services to cater to the physical, psychological, environmental and social needs of PWIDs. For more information, please visit www.minds.org.sg.

RESPONSIBILITIES

The role of Administrative Executive (AE) is to support the School Leaders (SLs), Admin Manager (AM) and Operations Manager (OM) in the management of day-to-day operations, management of school resources, inclusive of funds and physical resources, and working with stakeholders.

Management of day-to-day operations include, but is not limited to, general office administration, estate and facilities management, and management of vendors and contract workers. Also included is supporting the implementation of security and safety procedures and measures in the school.

Management of funds and physical resources include processing of procurement and contracts, managing funds collections and payments, and ensuring compliance with financial procedures and regulations.

Working with stakeholders include maintaining positive relationships with students, parents, staff, vendors and partnerships with external organizations. The AE may be required to support the management of staff and student matters.

The AE will assist SLs, AM and OM to review and enhance school systems and processes by harnessing existing and emergent technology.

The AE will assist in supervising and managing a team of General Workers.

• Provide support in the coordination and administration of student processes and programmes, eg admissions, NRIC registration, Edusave deductions, etc
• Assisting in the coordination and administration of personnel matters such as engagement of relief staff and providing advice to staff on HR matters
• Supporting the implementation of security and safety procedures and measures in the school
• Supporting the review and streamlining of processes for efficient and effective running of the General Office, for example, pupil placement and applications
• Providing support in administering various organisational systems in the school
• Assisting in the school's financial operations, including collection of finances, processing of payments and claims, and ensuring compliance with financial regulations
• Assist with procurement matters, delivery and acceptance of goods and services
• Assist in overseeing Admin team to ensure sound and efficient administrative processes, in accordance to licensing requirements and high standard of corporate governance.
• Assist to drive implementation and use of IT infrastructure to increase productivity including integrating ICT into administrative processes, and leveraging ICT to improve efficiency in work processes.
• Assist to ensure proper inventory management procedures.
• Assist in management of maintenance and improvement projects, check, renew and prepare maintenance contracts for works and supplies.
• Be part of the School Safety Committee to oversee school safety and emergency preparedness to ensure the safety of all in the event of emergencies and heightened health and safety risk situations.
• Any other duties assigned by Reporting Officer.

QUALIFICATIONS

• GCE A Levels or Diploma
• At least 3 years of general administrative experience. Candidates with basic accounting qualifications/background and experience with administrative duties in a school setting will be an advantage
• Ability to work independently as well as part of a team
• Good interpersonal and communication skills
• Strong organization, time management and multi-tasking skills
• Great attention to details with a positive attitude

Please note that your application will be sent to and reviewed by the direct employer - MINDSG LTD