Clerical Officer

MINDS; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading charity in Singapore is seeking an administrative support staff member to maintain records, assist with correspondence, and manage inventory. The ideal candidate should possess good communication skills, computer literacy, and a minimum education of GCE 'O' Levels or equivalent. This role is essential to support the operational needs of the organization while providing a nurturing environment for Persons with Intellectual Disabilities.

Responsibilities

• Maintain and improve clerical and office records.
• Assist in correspondence with parents/caregivers.
• Prepare and type documents including reports.
• Ensure operational readiness of office equipment.
• Assist in inventory management control.
• Assist in Inventory Management and Control.

Skills

Interpersonal and communication skills

Computer literacy (MS Word, Excel, PowerPoint)

Simple accounting skills

Education

Minimum GCE 'O' Levels/ITE/Diploma

Job description

About Us

MINDSG Ltd 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.

Job Description

1. Main Duties and Responsibilities (80%)

• To maintain and improve the department clerical and office records and filing system.
• To assist Head of Centre with correspondence with parents/caregivers, other services of MINDS, other agencies.
• To prepare, record, type documents - minutes, daily/weekly/monthly reports as required by the Head of Centre.
• Filing of centre's staff and clients personal files, records, confidential reports.
• Ensure safe keeping and accountability of Centre's Petty Cash.
• Ensure and maintains the operational readiness of all office equipment.
• Assist Head of Centre in Inventory Management and Control of the Centre.
• Assist Head of Centre and Supervisor in sourcing for quotation and processing order (e -PR), purchase, delivery of goods and services according to standard operating procedures.
• Assist in administration of Means Testing (documentation)• Monitor and ensure all trainees' insurance policy are renewed annually.

2. Secondary Duties and Responsibilities (20%) (General Tasks)

• Type, write, read and perform simple editing functions.
• Collating of data and data entry.
• Indexing and filing of records and documents• Photocopying.
• Postal and mailing
• Communicating - sorting and distributing of information - incoming and outgoing oftaxes, correspondences, and any other information as directed by Head of Centre.
• Answering, screening, and disseminating information from general telephone enquiries.
• Simple accounting - e.g. Petty Cash• Processing purchases, claims
• Compilation of reports - staff meeting, monthly, inventory and any other reports as directed by the Head of Centre.
• Maintenance of documentations and records: correspondences - internal (other MINDS services) correspondences - external agencies - e.g., SE Enable MSF, NCSSo Training Officers Manualo Curriculum Manualo Various Centre Forms e.g. Consent forms, means test forms etc.o Centre SOP so Records of Donations o Centre's Inventory o Stationery Inventory
• Any other records assigned by Head of Centre
• To perform any other duties as directed by the Head Of Centre

Qualifications

• Minimum GCE "O" Levels/ ITE/ Diploma

Other Information

• Effective and good interpersonal and communication skills.
• Computer literacy skills - MS Word, Excel, Powerpoint.
• Simple basic accounting skills.