Executive- Admin

Methodist Welfare Services; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A leading organization in social services is seeking an Administrative Support Officer to manage front desk duties, coordinate meetings, and ensure compliance with funding indicators. Candidates should have a GCE O Level and 5 years of relevant experience, along with strong organizational and communication skills.

Qualifications

• 5 years of experience in administrative roles.
• Good planning, organization, and implementation skills.
• Positive attitude with good interpersonal and written communication skills.

Responsibilities

• Manage front desk duties and coordinate meetings.
• Support intake duties and manage admin email account.
• Ensure compliance with MSF funding indicators.

Skills

Planning

Organization

Implementation

Stakeholder Engagement

Interpersonal Skills

Written Communication

Education

GCE O Level

Certificate in Management and Finance

Tools

MS Office

Job description

RESPONSIBILITIES

• Front desk duty:

-To answer calls, reschedule appointments with clients if caseworkers are on medical leave or not around

-To check voice mails and take messages for caseworkers

-To consider and implement any other changes needed to create a smooth client experience when clients receive services from our FSC

-Support the administration and maintenance of disbursement from the petty cash float and keep all documentations updated.

• Oversee and coordinate the necessary requirements for internal and external meetings:

-To extract and collate needed statistics from SSnet that is required for all meetings and reporting required to stakeholders

-To prepare meeting slides

-To set up and maintain regular staff meetings and board meetings to relevant parties

• Oversee and manage the admin email account and support intake duties of the agency:

-Check admin email account thrice a day

-Support the intake duties and work closely with the intake team of the agency by triaging the email referrals from stakeholders and maintaining records of intake outcomes

-Support intake duties with Caseworkers, where required

-Regular checks on admin email account to ensure all enquiries are attended to

• Oversee and coordinate staff and agency compliance to MSF funding indicators

-File / Keep a record of staff's training applications and accreditation status. Undertake twice a year reporting to MSF department on indicators.

-Demonstrate good understanding of FSC Funding Model and key indicators needed

-Work closely with IRG and HOC / Senior Caseworkers in MWS to ensure the agency's compliance to MSF funding indicators

• Other admin duties:

- Provide relevant orientation to new employees on the administrative processes and maintain employee records

- Undertake offboarding for exiting staff

- Work closely with supervisor to document, review and implement various administrative SOPs to enhance the administrative operation of the Centre

- Planning and execute staff welfare related celebrations

- Maintain emergency records for staff in the agency

- Undertake postage duties required

• Pandemic support duties

o Work closely with HOC, CS and MSF on pandemic measures

o Work closely with supporting the operations of the team and service delivery during pandemic outbreaks

• Undertake any other duties assigned by the Director or Supervisor.

JOB REQUIREMENTS

• GCE O Level with 5 years of experience

• Certificate in Management and Finance will be an advantage

• Possess good planning, organization, and implementation skills

• Ability to engage stakeholders and partners

• High level of initiative and a good team player

• Having cultural understanding and social sensitivity

• Understand self, personal values, beliefs, and the way these impact the working relationships with colleagues

• Engage in self-care and active learning

• Positive attitude with good interpersonal and written communication skills

• Able to supervise admin / support staff

• Proficient in MS Office