Administration jobs in Singapore

COMPANY DESCRIPTION

The Salvation Army has been touching lives in Singapore since 1935 and we remain committed in serving the underprivileged in the community without discrimination. To us, every life is precious and we actively help those in need regardless of age, race or religion.

Throughout the years, we have established a comprehensive network of social services to meet a wide range of needs in our community. Our diverse programmes reach out to children who need care and protection, families in material need, ailing aged requiring quality nursing care and other needy segments in our society.

Our spiritual ministry also reaches out to the people in the community to provide counsel to those in need. We are there to help guide those in need towards finding their identity and purpose in life.

DESIGNATION : Manager, Admin and HR

RESPONSIBILITIES

We are looking for a dynamic professional to join us as the Manager of Administration and HR for the Children and Youth Group. You should be a great collaborator, team player and an excellent project manager and people manager. Comfortable with technology, you should also have a track record in projects which improve process efficiency and effectiveness, as well as digitisation. You need to be an excellent communicator, negotiator and mediator, able to bring messages across verbally and in writing. It would be preferred if you are an HR professional.

PRIMARY JOB OBJECTIVES

Be a thought partner to the Management Team and Department/Line Managers, and lead corporate team towards comprehensive HR service which includes but not limited to recruitment, employee relations, performance management, training and development, manpower planning, etc and enable alignment with the larger TSA vision, mission and policies.
Be a key driver for good HR and admin practices for CYG including areas such as employee communications, engagement, organisational development and efficiency, data protection and process improvements.
To be the key driver for digitisation projects for CYG.
To provide general admin support within CYG for areas such as organising and note taking for key management meetings and data confidentiality issues.

• To oversee team for administration related to The Salvation Army human resources programs, procedures, policies, employee benefits and labour agreements.

MAIN DUTIES AND RESPONSIBILITIES

To assist in managing the following functional areas:

1. Team Management and General Administration

1.1 Lead the HR and Admin team in a way where operational/admin processes, admin and HR practices are effective, efficient and according to or exceeding industry standards.

1.2 Conduct regular reviews of SOPs and admin processes so that effectiveness and efficiency can be enhanced.

1.3 Lead and ensure CYG and children's homes especially, administratively meet and integrate with organisational requirements for quality management, health and safety, legal stipulations and general duty of care, in accordance with The Salvation Army's Mission and Philosophy and government guidelines and policies, This includes ensuring admin/HR requirements for funding agreement, licensing and data protection audits or applications for certifications.

1.4 Assist Assistant Director/Deputy Director of Corporate Services/ED/CYG to monitor, review and update policies and procedures to ensure best practice, efficiency and effectiveness as well as compliance with The Salvation Army's policies and all government, funding and statutory requirements.

1.5 Responsible for liaising with relevant internal departments for the adoption of recommendations of Management Committee and MSF, and that the SOP is accessible and understood by all staff.

1.6 Prepare and submit monthly and quarterly submission of RHQ reports.

1.7 Assist the Assistant Director/Deputy Director of Corporate Services/ED/CYG to vet agenda and minutes when necessary, and in the absence of the Administrative Executive to act as backup minute secretary for Meetings, and other meetings as required and ensure that the decisions are being disseminated expeditiously. To be responsible for the minutes of the Quarterly Management Meeting.

1.8 Conduct administrative meetings and be a representative in other external meetings/functions as and when required.

1.9 Assist the Assistant Director/Deputy Director of Corporate Services/ED/CYG in monitoring the group's internal control processes, including fiscal activities, as well as manage and monitor the coordination of data, IT matters according to policy and procedural guidelines.

1.10 Uphold data integrity by respecting the rights of our staff and organisation; serving in a relationship of mutual trust to privacy and confidentiality and be responsible in the use of all information given and received.

1.11 Provide direct supervision to Administration staff.

2. HR Admin

2.1 Oversee the full spectrum of employees' life cycles from onboarding to off boarding, including confirmation, contract renewals and re-employment.

2.2 Oversee confidential records relating to personal data, job descriptions, career progression, staff training, appraisal, grievance, incident, benefit, and special achievement. These include processing and storage of physical file records, SharePoint, and system maintenance.

2.3 Organise induction training for new staff together with the relevant department staff and Assistant Director/Deputy Director of Corporate Services/ED/CYG prior to their actual deployment.

2.4 Collating statistics and report for centre management/DHQ.

2.5 Ensure and accurate HR information in payroll system.

3. Recruitment and Talent Management

3.1 Liaise with line managers to understand critical requirements, projects future skills demand and collaborates with hiring managers to prioritise requirements.

3.2 Maintains the work structure by updating job requirements and job descriptions for all positions.

3.3 Supports organisation staff by establishing a recruiting, testing, and interviewing program; counselling managers on candidate selection; conducting and analysing exit interviews; and recommending changes.

3.4 Prepares support in employees for assignments by establishing and conducting orientation and training programs.

3.5 Supporting initiatives for the maintenance and development of employment policies covering manpower planning, hiring/firing practices, fair employment guidelines, succession planning, development of assessment tools for selection.

3.6 Take on disciplinary cases together with relevant operational heads and provide advisory support as well as operationally lead where needed, in consultation with RHQ HR.

4. Compensation Management (Direct/Indirect)

4.1 Oversee all other HR administrative work including compensation & benefits administration, work injury compensation, training administration, funding administration, and personnel file management, etc.

4.2 Manages in the implementation of wage related initiatives with due consideration of internal and external equity factors.

4.3 Providing consultation and assistance in benefit administration - paid and no pay leaves, medical/prolonged illness benefits, insurance and claims compensating for work-related injury scheme where applicable.

4.4 Helping in collecting compensation and benefit trend and data propose appropriate improvement/corrective measures when assigned.

4.5 Co-supporting in advocating the importance that all health and safety standards are maintained.

5. Staff Development

5.1 Lead the development and execution of a capability development plan for different groups of staff including management/leadership, professional staff and residential care workers.

5.2 Partner the departments in the identification and management of high-potential talent, and the implementation of posting/job rotation, succession and talent development plans.

5.3 Co-supporting staff development initiatives including and not limited to collaborating with internal and external training partners/agencies in identifying competency gaps and customising training program that meets our evolving program/operational needs; promoting total training plan and adopting nationally certified programs.

6. Performance Management

6.1 Ensure planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; and counseling employees and supervisors.

6.2 Helping to plan for staff appraisal, develop job evaluation and development.

6.3 Implement employee benefits programs and informs employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management; directing the processing of benefit claims; obtaining and evaluating benefit contract bids; awarding benefit contracts; and designing and conducting educational programs on benefit programs.

7. Employee Engagement and Organisational Development

7.1 Drive HR initiatives to improve engagement of employees through employee communications, recognition, staff welfare activities.

7.2 Develop plan to create a positive, child-centric and outcome-driven work culture through using relevant levers such as development of corporate values, recognition of relevant staff, ways to align require behaviours, staff engagement events and activities.

7.3 Rendering support in programs/events in increasing the public awareness of The Salvation Army's work in the community and fund-raising initiatives.

8. Others

8.1 Representing The Salvation Army at business and networking meetings and keeping abreast of trends and developments when assigned.

8.2 Providing back-up support to other Administration Executive colleagues.

8.3 Undertaking any assigned projects / representation / special duties as directed by Centre Management.

QUALIFICATIONS

• At least University Degree.
• Qualifications and experience in Human Resource Management and Development preferred.
• Experience in Process Improvement, Organisational Development and Digitisation projects
• Risk Management and Personal Data Protection is preferred.

OTHER INFORMATION

Working Hours

9am to 6pm (Monday to Friday)

Working Location

Children and Youth Group - Gracehaven Children's Home

3 Lorong Napiri Singapire 547528

By submitting this job application, I affirm that I have given to The Salvation Army true and complete information on this application. No requested information has been concealed.

I agree that The Salvation Army (TSA) may collect, use and disclose your personal data, as provided in this application form, or (if applicable) obtained by TSA as a result of your employment, for the following purposes in accordance with the Personal Data Protection Act 2012 and our data protection policy (available at our website at https://www.salvationarmy.org.sg/data-protection-policy/ ):

• a) the processing of this employment application;

• b) the administration of the employment with TSA; and

• c) sharing of personal information to third party, including but not limited to government agencies, hospitals, vendor(s)/supplier (s), working in collaboration with TSA to support the employment.

If you are providing third party's personal data, you hereby declare that you have obtained consent from the named individual(s), for the collection, use and disclosure of his/her personal data by you to TSA, TSA business partners and other third-party service providers. I authorised the organisation to contact references provided for employment reference checks.

Please visit our website at https://www.salvationarmy.org.sg/data-protection-policy/ for further details on our data protection policy, including how you may access and correct your personal data or withdraw consent to the collection, use or disclosure of your personal data.

If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for denial of employment or immediate dismissal.