What The Role Is
The job holder will provide comprehensive secretarial and administrative support to two Deputy Commissioners of Prisons overseeing various divisions within the Singapore Prison Service.
Primary responsibilities include managing electronic calendars, coordinating meetings and appointments, and ensuring principals are kept informed of their schedules in an accurate and timely manner.
Key duties encompass preparing meeting materials and administrative details (venue, timing, security clearance, dress code), resolving scheduling conflicts through rescheduling or alternative arrangements, and monitoring email correspondence and telephone calls for appropriate screening and response.
The job holder will coordinate official overseas travel arrangements in collaboration with appointed staff, ensure relevant departments are notified of principals&apos absence, and submit various claims through internal portals according to established timelines.
The position requires handling confidential information and staff coordination with utmost professionalism and discretion.
Key Deliverables
What you will be working on
- Coordinate and manage dual principal calendar systems, including meeting scheduling and appointment follow-up
- Prepare comprehensive meeting materials and administrative arrangements
- Provide administrative support for official travel arrangements
- Process claims submissions in accordance with official guidelines
- Maintain confidential document handling and gatekeeping responsibilities
What We Are Looking For
Candidates must demonstrate strong organisational skills and meticulous attention to detail for accurate schedule management.
Excellent communication and interpersonal abilities are essential for effective collaboration with internal staff and external agency personnel.
The successful applicant should possess strong prioritisation skills with the ability to assess competing appointment requests. Essential multitasking capabilities are required to manage simultaneous requests whilst maintaining effective follow-up procedures for schedule modifications.
