Administrative Manager @ Fernvale Gardens School

MINDS; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A support organization for individuals with disabilities in Singapore is seeking an Admin Manager. The AM will manage budgeting processes, oversee financial operations, and supervise a team. The ideal candidate has a degree and at least 3 years of relevant experience, strong organizational skills, and the ability to lead teams effectively. This position plays a crucial role in supporting the organization's daily operations and strategic management.

Qualifications

• At least 3 years of relevant management, finance, or operational experience.
• Ability to lead and work well in teams.
• Experience in community care sector is an added advantage.

Responsibilities

• Manage the school's budgeting and financial operations.
• Supervise the administration of procurement processes.
• Ensure efficient financial control and manage cash funds.
• Oversee admin team and ensure compliance with corporate governance standards.
• Drive implementation of IT infrastructure for productivity.

Skills

Interpersonal skills

Organizational skills

Communication skills

Education

Degree in a relevant discipline

Job description

The role of Admin Manager (AM) is to be responsible for the strategic management of funds and resources to achieve school's objectives as well as day-to-day operations, financial administration, general office administration and inventories/supplies.

As part of the management team, the AM will also contribute towards organizational decision-making and participate in general executive and non-executive functions that the team undertakes. The role will also include the reviewing and enhancement of the school's administration system by harnessing technology to improve productivity and efficiency.

The AM is also required to supervise and manage a team of executive and clerical officers.

The School aims to support students with intellectual disability including those with Autism Spectrum Disorder (ASD) from ages 7 through 18. Our staff are key in supporting our student towards becoming independent adults and community contributors.

1. Prepare and manage the school's budgeting process and financial operations, such as budget exercises, tracking of expenditure, assets and inventory in accordance with Organisation's guidelines.
2. Manage the administration of procurement processes to ensure compliance with Organisation's guidelines.
3. Exercise efficient financial control to ensure all expenditure and collection of payments/funds are processed duly.
4. Supervise Petty Cash and Debit Card accounting.
5. Oversee all accounts payable and receivable within the school structure.
6. Oversee all business invoicing processes.
7. Manage all cash funds, e.g., collection of monies.
8. Work closely with the Organisation's Finance Department.
9. Manage Netsuite matters, e.g., for billing.
10. Manage procurement processes via TenderBoard.
11. Conduct post-programme/service review of vendors.
12. Oversee admin team to ensure sound and efficient processes, in accordance with licensing requirements and high standards of corporate governance.
13. Manage general office workflow.
14. Assist in driving the implementation and use of IT infrastructure to increase productivity, including integrating ICT into administrative processes.
15. Ensure data and files are properly maintained, updated, and securely accessible for staff on shared platforms.
16. Ensure timely submission of data and information required for submissions to MOE, MSF/SG Enable, NCSS, and MINDS HQ.
17. Perform the role of Fixed Assets Manager, including conducting asset checks and monitoring asset management.
18. Manage condemnation of stores and equipment.
19. Oversee and ensure adequate admin supplies for the school.
20. Ensure proper inventory management procedures.
21. Oversee the management of student enrollment, including maintaining updated student lists and reporting student movements.
22. Manage student information, including particulars, commuter status, and medical records.
23. Oversee administration of student assistance schemes, e.g., Financial Assistance, Transport Subsidy, and others.
24. Manage the 'textbook list' and uniform matters.
25. Oversee student admin processes, e.g., health checks, NRIC registration, ez-link/travel cards, DDR cards.
26. Provide admin support for the canteen.
27. Supervise and manage Admin Executive and Clerical Officers, providing guidance, coaching, and mentorship.
28. Prepare and review reports.
29. Collaborate with other staff to achieve administrative efficiency, including staff briefings and inductions.
30. Manage staff data and information.
31. Handle administrative aspects of staff incidents and insurance claims.
32. Oversee administration of engagement of Relief Teachers and instructors.
33. Conduct induction for new staff and briefings on finance and admin matters.
34. Perform any other duties assigned by Reporting Officer.

Qualifications

• Degree in a relevant discipline.
• At least 3 years of relevant management, finance, procurement, operational, or leadership experience is advantageous.
• Strong interpersonal, organizational, and communication skills, with the ability to lead and work well in teams.
• Good organizational and people management skills.
• Experience in community care sector is an added advantage.