Administrative Executive (Home Personal Care)

LIONS BEFRIENDERS SERVICE ASSOCIATION (SINGAPORE); Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A community service organization in Singapore is seeking an Admin Executive to provide critical administrative and operational support. This role involves managing various office functions, assisting with bookkeeping tasks, and facilitating human resource processes. The ideal candidate should possess a diploma, at least 2 years of relevant experience, and proficiency in Microsoft Office. Strong organizational and communication skills are essential to thrive in a fast-paced environment.

Qualifications

• Minimum 2 years of relevant administrative experience in non-profit or healthcare service.
• Meticulous and accurate in documentation and communication.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Provide high-level administrative support to ensure efficient operations.
• Manage front office and coordinate communication with visitors.
• Assist with bookkeeping and prepare financial documents.
• Support onboarding and offboarding processes for new staff.
• Conduct monthly means-testing checks to ascertain client eligibility.

Skills

Organizational skills

Microsoft Office Suite proficiency

Communication skills

Attention to detail

Education

Diploma in Business Administration or equivalent

Job description

Overview

The Admin Executive is responsible for providing high-level administrative, operational, and logistical support to ensure the smooth, efficient, and professional operation of the organization. This role is essential in supporting the executive team and program staff, allowing them to focus on mission‑critical work; including frail and home‑bound PNC (Person Needing Care) with home personal care services.

Responsibilities

Administrative & Office Management

• Manage the organization’s front office (Queenstown/Clementi/Tampines), including greeting visitors, handling incoming/outgoing mail, and managing general inquiries (phone and email).
• Maintain and organize physical and electronic filing systems for key organizational documents (e.g., admission/discharge of referrals, service orders, subvention submission, validate subvention report, monthly billing and payment collection).
• Coordinate and schedule meetings, including booking rooms, distributing materials, and taking minutes for HPC meetings.
• Manage inventory and procurement of office supplies, equipment, and organizational assets, ensuring cost‑effectiveness.
• Liaise with external vendors (IT support, cleaning, maintenance, utilities) to ensure the office infrastructure is operational.

Financial Support

• Assist with basic bookkeeping tasks, such as processing invoices and petty cash vouchers.
• Assist with the preparation of financial documents and annual audits.
• Prepare and reply to reports requested by respective government agencies (e.g., AIC and MOH).

Human Resource Support

• Assist in the onboarding and offboarding process for new staff, including preparing necessary paperwork and setting up workspaces.
• Maintain Senior Healthcare Assistant/Healthcare Assistant/Homecare Assistant daily schedule, monitoring the provision of services.
• Obtain periodic feedback from clients/caregivers.

Means Test System Checking Support

• Carry out monthly means‑testing checks on all active clients to ascertain eligibility for Government subsidy, based on the Ministry’s prevailing ILTC means‑testing criteria for non‑residential community care to determine the updated subsidy rate.
• Update clients and system accordingly.

Ad‑hoc

• Outreach to community partners within HPC boundary, stakeholders and other agencies to collaborate on services required, including e‑referral to AIC if required.
• Any ad‑hoc assignment by Senior Nurse Manager/Admin & Ops Manager.

Requirements

• Minimum of a Diploma in Business Administration, Office Management, or equivalent.
• Minimum 2 years of relevant administrative experience, preferably within a non‑profit, charity, or healthcare service environment.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast‑paced environment.
• Attention to detail: Meticulous and highly accurate in documentation, record‑keeping, and communication.
• Communication: Ability to interact professionally with diverse stakeholders (staff, volunteers, next‑of‑kin, and older adults).
• Discretion: Ability to handle sensitive information with integrity and strict confidentiality.
• Good communication skills, preferably bilingual with dialects (to communicate with clients unable to convey in English).