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Administrative Assistant

Finance
SPD
1 week ago
Full time

Job description

  • Assists the Manager in carrying out the programme's administrative tasks and duties to support smooth running of the centre.

Manage day-to-day administrative tasks and duties, such as:

  • Respond to enquiries about centre's services

  • Complete clients registration and invoicing and coordinate clients schedules, attendance, and transport arrangements

  • Liaise with clients, next-of-kin (NOK)/caregivers and other Service Providers

  • Liaise with finance department on any financial matters

  • Maintain and update clients records and movement in the Client Management System (CMS)

  • Process clients billing and update payment records using the ERP billing system (Microsoft Business Central)

  • [Applicable for satellite centres only] Assist with payment collection, issuance of receipts, and cash/cheque deposits in accordance with the Finance Income and Receipts SOP.

  • [Applicable for satellite centres only] Administer and safeguard Petty Cash in accordance with the Finance Payment Procedures SOP.

Responsible for the management of the following external portals such as but not limited to the following:

  • Client Referral Management system for managing clients referral.

  • Household Means-Testing System to identify the eligibility of clients government subsidies

  • MOH subvention claim portal for submission of quarterly and annual caseloads

  • Equipment Portals for application/submission of clients devices claim and reimbursement
  • To provide progress reports on funding indicators for reporting purposes

  • Supports administrative liaison with external institutions, including AIC, MOH and external auditors, by collating records, coordinating routine correspondence and following up on requests under the guidance of the Assistant Manager/Manager. Escalates non-routine queries and matters requiring approval
  • To setup, maintain and update relevant databases for the tracking or reporting of programme milestones and outcome indicators.

  • Provides support to other administrative functions such as managing the inventory record, procurement, management of donation-in-kind (DIK), etc.

  • Provides support in facilities management of the centre.

  • To be familiar with organisational safety procedures and provide assistance as directed when required. Complete incident report and assist in incident investigations when necessary.

  • To participate in events organised/ supported by SPD as and when required.

  • Any other duties assigned as and when necessary (e.g., Providing coverage for other centres on ad hoc basis, involvement with corporate events/workgroups, etc.)

ADMINISTRATION

  • Assist the Manager and other key staff in overseeing and ensuring the administration and smooth operation of the programme.

  • Respond through email/phone/meetings to various stakeholders queries regarding administrative and operational processes.

Requirements

  • At least an O Level/A Level/ITE Certification from a recognised educational institution

  • Proficient in MS Office applications

  • Good communication and problem-solving skills

  • Experience or background in social service sector would be advantageous

  • Applicants with advanced qualifications and a strong track record in administrative roles may be considered for an Admin Executive position

Keywords
Microsoft Office

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