Operations Administrator

CAREGIVING WELFARE ASSOCIATION; Singapore; On-site; SGD 33,000 - 58,000; Full time

Job summary

CAREGIVING WELFARE ASSOCIATION is seeking an Operations Administrator to support the day-to-day operations of our Home Based Care services. You will coordinate scheduling, manage client records, and liaise with internal teams and external partners to ensure timely, high-quality community care.

The role requires a Diploma in Business Administration or Healthcare Management, 2+ years in admin/ops, and proficiency with Microsoft Office and CRM systems.

Qualifications

• Minimum Diploma in Business Administration or Healthcare Management.
• Certifications in community care or administrative management are advantageous.
• At least 2 years in admin or operations, preferably in community care.
• Proficient in Microsoft Office and comfortable with database systems.
• Good communication and interpersonal skills.

Responsibilities

• Coordinate service scheduling and rostering for home care visits.
• Prepare client records, logs, and consent forms with accurate data entry.
• Generate reports for internal review and funder submissions.
• Ensure filing compliance with PDPA.
• Handle inquiries from staff, clients, and families.
• Assist with procurement, inventory, and vendor payments.
• Support audits, inspections, and continuous improvement.

Skills

Data management

Scheduling

Communication

Interpersonal skills

Microsoft Office

Education

Diploma in Business Administration, Healthcare Management or equivalent

Tools

Microsoft Office

CRM systems

Job description

Role

The Operations Administrator supports the smooth and efficient day-to-day operations of the Home Based Care (HBC) services. The role involves administrative coordination, rostering of care staff, data management, and liaison with internal teams and external stakeholders to ensure timely and high-quality service delivery to clients in the community.

Key Responsibilities

1. Service Coordination and Scheduling
   • Assist in planning and scheduling home care visits for care staff according to clients’ care plans and service requirements.
   • Maintain and update the service roster, ensuring appropriate staff allocation and timely adjustments for absences or emergencies.
   • Support coordination between care coordinator, nurses, and care staff to ensure continuity of care.
2. Administrative and Documentation Support
   • Prepare and process service documentation, including client records, attendance sheets, care logs, and consent forms.
   • Ensure accurate data entry into case management (CRM) and reporting systems.
   • Generate operational and service utilisation reports for internal review and funder submission.
   • Maintain proper filing and documentation in compliance with PDPA.
3. Operations and Logistics
   • Coordinate logistics for care staff, such as issuance of uniforms, equipment, and consumables.
   • Monitor inventory and assist in procurement and stock management of home care supplies.
4. Financial and Administrative Support
   • Assist with timesheet verification, service billing, and claims submission to ensure accurate payment processing.
   • Liaise with finance or admin departments for invoicing, reimbursements, and vendor payments.
5. Communication and Stakeholder Support
   • Serve as a point of contact for care staff, clients, and family members regarding scheduling and administrative matters.
   • Handle phone and email enquiries professionally and elevate issues where appropriate.
   • Coordinate with external agencies and partners involved in home care service delivery.
6. Quality and Compliance Support
   • Assist in monitoring service quality, collecting feedback, and following up on client or caregiver concerns.
   • Support preparation for audits, inspections, and service evaluation exercises.
   • Participate in continuous improvement initiatives to streamline operations and enhance service efficiency.
7. Other Duties
   • Provide administrative support to other community care programmes when needed.
   • Undertake ad-hoc tasks or projects as assigned by the HOD/Supervisor.

Requirements

• Minimum Diploma in Business Administration, Healthcare Management, or equivalent.
• Relevant certifications in community care or administrative management are an advantage.
• At least 2 years of experience in administrative or operations roles, preferably in community care, healthcare, or social service sectors. (Fresh graduates are welcome to apply).
• Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable with database systems.
• Good communication and interpersonal skills.