Clerical Officer

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

Job summary

A leading organization supporting individuals with disabilities in Singapore is seeking an Executive for Administrative support. The role involves maintaining records, assisting with correspondences, preparing reports, and ensuring operational readiness of equipment. Candidates must have GCE 'O' Levels/ITE/Diploma and effective interpersonal skills. This full-time position offers a chance to contribute to meaningful work in a civic and social organization.

Qualifications

• Minimum GCE 'O' Levels/ITE/Diploma.
• Effective interpersonal and communication skills.
• Computer literacy skills in MS Word, Excel, PowerPoint.
• Basic accounting skills.

Responsibilities

• Maintain and improve clerical and office records.
• Assist with correspondence with parents/caregivers.
• Prepare and type required documents and reports.
• Ensure operational readiness of office equipment.
• Monitor trainees' insurance policy renewals.

Skills

Interpersonal skills

Communication skills

Computer literacy (MS Word, Excel, PowerPoint)

Basic accounting skills

Education

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

Main Duties and Responsibilities (80%)

Administrative Duties

• Maintain and improve the department clerical and office records and filing system.
• Assist the Head of Centre with correspondence with parents/caregivers, other MINDS services, other agencies.
• Prepare, record, and type documents – minutes, daily/weekly/monthly reports as required.
• File centre staff and client personal files, records, and confidential reports.
• Ensure safe keeping and accountability of centre's petty cash.
• Ensure and maintain the operational readiness of all office equipment.
• Assist the Head of Centre in inventory management and control of the centre.
• Assist the Head of Centre and Supervisor in sourcing quotations and processing orders (e‑PR), purchase, and delivery of goods and services according to standard operating procedures.
• Assist in the administration of means testing (documentation).
• Monitor and ensure all trainees' insurance policies are renewed annually.

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

• Type, write, read and perform simple editing functions.
• Collate and enter data.
• Index and file records and documents.
• Photocopy.
• Post and mail.
• Communicate – sort and distribute information – incoming and outgoing faxes, correspondences, and any other information as directed by the Head of Centre.
• Answer, screen, and disseminate information from general telephone enquiries.
• Simple accounting – e.g. petty cash.
• Process purchases and claims.
• Compile reports – staff meetings, monthly, inventory, and any other reports as directed by the Head of Centre.
• Maintain documentation and records: correspondences – internal (other MINDS services) and external agencies (e.g., SE Enable, MSF, NCSS, Training Officers Manual, Curriculum Manual, various centre forms such as consent forms, means test forms, etc.), centre SOPs, records of donation, centre inventory, stationery inventory.
• Other records assigned by Head of Centre.
• Perform any other duties as directed by the Head of Centre.
• Minimum GCE “O” Levels/ITE/Diploma.
• Effective and good interpersonal and communication skills.
• Computer literacy skills – MS Word, Excel, PowerPoint.
• Simple basic accounting skills.

Qualifications & Skills

Refer to the items listed under Secondary Duties and Responsibilities.

Seniority level

Executive

Employment type

Full‑time

Job function

Administrative

Industries

Civic and Social Organizations