Executive I Programme (Admin and Therapy Support)

CareCorner; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

CareCorner to a Toa Payoh location is seeking an experienced administrator to provide secretarial, reporting, and staff systems support for leaders and teams. You will coordinate with MOH, AIC, vendors, and agencies to ensure compliance and timely submissions.

You will oversee staff onboarding/offboarding and system access, maintain training records, and support volunteer management to ensure smooth service delivery and governance compliance.

Responsibilities

• Timely submission of reports, invoices, Purchase Orders. ILTC submissions, claims, and agency requirements.
• Resolve discrepancies, audit queries, and pending operational matters within stipulated time frame where feasible.
• Coordinate independently with MOH, AIC, vendors, and relevant agencies on documentation, compliance, system matters, and operational follow-up.
• Translate operational, compliance, or agency requirements into simplified actions, guides, or instructions for Supervisors and Teams where necessary.
• Maintain proper filing, version control, and audit-ready documentation for operational and compliance purposes.
• Complete onboarding, offboarding, and access-related updates within stipulated time frame upon notification.
• Maintain accurate and timely updates of staff access, portal permissions, and authorisation records.
• Ensure proper administration and maintenance of systems including ILTC, ELDC, NEHR, SMF, VPRMS, and other operational platforms.
• Coordinate scheduled servicing, maintenance renewals, vendor support, and operational follow-up in a timely manner.
• Ensure monthly completion and maintenance of training records, manpower updates, course records, and operational documentation.
• Support Volunteer Management operations and maintain accurate volunteer records, documentation, and coordination processes.
• Follow up and resolve volunteer or VPRMS-related matters within agreed timelines for operational continuity.
• Support operational continuity through proactive coordination of administrative, systems, and vendor-related matters.
• Respond to operational matters, requests, and emails within stipulated time frame where feasible.
• Maintain positive and collaborative working relationships with teams, Supervisors, vendors, agencies, and external stakeholders.
• Provide timely coordination, operational support, handovers, and follow-up actions across teams and departments.
• Prepare and maintain clear SOPs, guides, reference materials, and staff instructions where required.
• Minimise operational disruptions through proactive planning, issue resolution, and coordination.
• Enhance clarity, professionalism, and consistency in documentation, reporting, and stakeholder communications.
• Demonstrate initiative, accountability, adaptability, and a solutions-oriented approach in supporting operational and organisational needs.
• Assist therapists in carrying out intervention programmes and assessment.
• Evaluate intervention and update therapists on outcomes of session.
• Provide and maintain positive customer service and client engagement.
• Monitor and record seniors’ vital signs and progress notes and attendance.
• Escalate to supervisor on seniors’ irregular conditions, record in communication notes, submit incident report where required.
• Identify changes in seniors’ well-being, behaviours, report to supervisor.
• Comply with clinical protocols and service standards in line with MOH service requirements.
• Upkeep cleanliness at all times and carry out cleaningin Rehab area, where necessary
• Ensure safety of seniors and upkeep of all equipment and resources.

Job description

Key Responsibilities

Administration

Reporting, Secretarial & Agency Coordination Support

Provide reliable secretarial, reporting, and administrative support to Centre’s leadership while ensuring timely compliance with agency, finance, audit, and operational requirements:

• Timely submission of reports, invoices, Purchase Orders. ILTC submissions, claims, and agency requirements.
• Resolve discrepancies, audit queries, and pending operational matters within stipulated time frame where feasible.
• Coordinate independently with MOH, AIC, vendors, and relevant agencies on documentation, compliance, system matters, and operational follow-up.
• Translate operational, compliance, or agency requirements into simplified actions, guides, or instructions for Supervisors and Teams where necessary.
• Maintain proper filing, version control, and audit-ready documentation for operational and compliance purposes.

Systems & Volunteer Administration

Ensure effective coordination of staff administration, systems management, volunteer support, and operational processes to support smooth service delivery and compliance:

• Complete onboarding, offboarding, and access-related updates within stipulated time frame upon notification.
• Maintain accurate and timely updates of staff access, portal permissions, and authorisation records.
• Ensure proper administration and maintenance of systems including ILTC, ELDC, NEHR, SMF, VPRMS, and other operational platforms.
• Coordinate scheduled servicing, maintenance renewals, vendor support, and operational follow-up in a timely manner.
• Ensure monthly completion and maintenance of training records, manpower updates, course records, and operational documentation.
• Support Volunteer Management operations and maintain accurate volunteer records, documentation, and coordination processes.
• Follow up and resolve volunteer or VPRMS-related matters within agreed timelines for operational continuity.
• Support operational continuity through proactive coordination of administrative, systems, and vendor-related matters.

Communication, Teamwork & Support

Demonstrate professionalism, teamwork, and effective communication while providing responsive operational support and fostering positive stakeholder relationships.

• Respond to operational matters, requests, and emails within stipulated time frame where feasible.
• Maintain positive and collaborative working relationships with teams, Supervisors, vendors, agencies, and external stakeholders.
• Provide timely coordination, operational support, handovers, and follow-up actions across teams and departments.
• Prepare and maintain clear SOPs, guides, reference materials, and staff instructions where required.
• Minimise operational disruptions through proactive planning, issue resolution, and coordination.
• Enhance clarity, professionalism, and consistency in documentation, reporting, and stakeholder communications.
• Demonstrate initiative, accountability, adaptability, and a solutions-oriented approach in supporting operational and organisational needs.

Therapy Support

Optimal client care, quality performance and client engagement

• Assist therapists in carrying out intervention programmes and assessment.
• Evaluate intervention and update therapists on outcomes of session.
• Provide and maintain positive customer service and client engagement.

Ensure operational efficiency and compliance through continuous improvement

• Monitor and record seniors’ vital signs and progress notes and attendance.
• Escalate to supervisor on seniors’ irregular conditions, record in communication notes, submit incident report where required.
• Identify changes in seniors’ well-being, behaviours, report to supervisor.
• Comply with clinical protocols and service standards in line with MOH service requirements.

Ensure safety, cleanliness and hygiene

• Upkeep cleanliness at all times and carry out cleaningin Rehab area, where necessary
• Ensure safety of seniors and upkeep of all equipment and resources.

Location:

Toa Payoh