Executive (Professional Deputies and Donees)

TOUCH COMMUNITY SERVICES LIMITED; Singapore; On-site; SGD 38,000 - 62,000; Full time

Job summary

TOUCH Community Services Limited is seeking an administrative and financial support professional to assist TOUCH Professional Deputies and Donees (PDD) Secretariat. You will handle day-to-day operations, manage client records in CRM, and assist with ACP information talks and facilitation services.

The role requires solid organisational and communication skills, familiarity with deputyship applications, and basic accounting knowledge.

Qualifications

• Experience in administrative and financial support roles.
• Strong organisational, communication and interpersonal skills.
• Ability to multitask and meet deadlines.
• Basic accounting knowledge.
• Familiar with Simplified Deputyship Applications and ACP facilitation.

Responsibilities

• Attend enquiries and maintain client records in CRM.
• Collect client information and supporting documents per workflows for PDD services.
• Prepare Letters of Engagement, PDPA Forms and GIRO Forms.
• Coordinate client appointments and submission of applications.
• Prepare and maintain documentation, meeting minutes and progress reports.
• Conduct ACP talks and coordinate ACP sessions.

Skills

Administrative support

Financial support

Organisational skills

Communication skills

Multitasking

Microsoft Office

Generative AI tools

Education

ACP Facilitator certification

Tools

Microsoft Office

Excel

Word

PowerPoint

Generative AI tools

Job description

Job Summary

The primary purpose of this position is to provide administrative and operational support to TOUCH Professional Deputies and Donees (PDD) Secretariat and team. The role includes assisting with day-to-day operations, finance-related functions across various PDD services. The position also involves supporting and serving clients who require assistance with simplified deputyship applications and conducting Advance Care Planning (ACP) information talks, and facilitation services.

Principal Responsibilities and Duties

Administrative Support

• Attend to enquiries, follow up with clients and maintain accurate records in the Customer Relationship Management (CRM) database.
• Collect client information and gather supporting documents in accordance with the established workflows for Professional Deputies and Donees (PDD) services.
• Gather relevant information to support the Review Panel in the case review process.
• Prepare and issue client-related documents, including Letters of Engagement, PDPA Forms and GIRO Forms.
• Coordinate client appointments and facilitate the submission of applications.
• Track PDD cases and maintain the PDD Case Master List.
• Prepare and maintain documentation, meeting minutes, case progress updates and reports.
• Analyse programme data and prepare presentations for internal and external stakeholders.

Outreach and Publicity Support

• Coordinate communications with PDD, partners and stakeholders on outreach and publicity initiatives.
• Conduct Advance Care Planning (ACP) talks.
• Coordinate logistical arrangements for programme events, workshops and meetings.

Quality Assurance Support

• Monitor PDD activities to ensure compliance with organisational policies, standards, audit requirements and applicable legal requirements.
• Maintain supporting documentation for quality assurance and audit purposes.

Financial Support

• Prepare quotations, process orders and invoices, maintain payment records, and issue receipts for payments received.
• Manage client service billings and follow up on outstanding payments, where necessary.

Advance Care Planning (ACP) Management

• Attend to ACP enquiries, manage payment arrangements and coordinate ACP facilitation sessions.
• Ensure completed ACP forms are uploaded and properly recorded.
• Maintain the ACP Master List and prepare monthly ACP progress reports.
• Coordinate quarterly ACP meetings, including meeting arrangements and documentation.

Essential Skills and Qualifications

• Relevant working experience in administrative and financial support.
• Strong organisational, communication and interpersonal skills.
• Ability to multitask, prioritise tasks and manage competing deadlines.
• Basic accounting knowledge and skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word and PowerPoint, as well as generative AI tools.
• Certified Advance Care Planning (ACP) Facilitator.
• Familiarity with Simplified Deputyship Applications and the application process.