Administrative Executive (Early Intervention Programme)
- Full Time
- Singapore
Responsibilities
- Administration:
- Assist the Centre Manager and other key staff in overseeing the administration and ensuring the smooth operation of early intervention at EIPIC Centre.
- Manage the general administration of the programme in the areas of database management, financial management and procurement processes.
- Ensure timely and accurate reporting of all yearly reports and musters to internal and external stakeholders.
- Respond through email/phone/meetings to the various stakeholders’ queries regarding administrative processes.
- Prepare or assist with the preparation of scheduled and/ad-hoc reports pertaining to the programme.
- Assist in the implementation of established operational policies and procedures within the programmes.
- Assist in periodical revision of administrative processes (SOP) when necessary.
- Execute and adhere to the organisational’s Data Protection Policy and its requirements.
- Other services such as:
– provide administrative, data entry and operations support
– requesting and maintaining office supplies
– participating in events organised / supported by SPD as when required
– to coordinate all maintenance issues of the centre with the assigned technicians/companies
– liaise with team members on administrative support
– coordination of training programmes
– attend and contribute regularly to the following
– staff meetings; any other meetings as and when necessary.
- Supervision:
- Provide guidance to the Administrative Assistant to ensure smooth running of operations in the programme.
- To provide coverage for the Admin Assistant’s duties as and when needed, so as to ensure the smooth
running of all programmes in Children Services at all times.
- Stakeholder Engagement:
- Interact with caregivers face-to-face, on the phone, and through email on a regular basis and manage each case in the best interests of the programme and the client. Ensure periodic updates of caregiver / client information in relevant databases.
- Understand caregiver’s needs, provide relevant information and address caregiver’s queries in a professional and friendly manner.
- Serve as the point of direct administrative contact and liaise with external institutions such ECDA, NCSS, VWOS, SG Enable, when needed.
- Participate in Quality Improvement (QI) projects and workgroups in the programme, where needed.
- Needs of New Staff (volunteers, interns):
- Assist the Centre Manager in providing information (policies and procedures, etc.) to new staff (interns, volunteers) in the programme.
- Other Activities
- As may be assigned from time to time by Centre Manager, Assistant Director or Director, Children Services.
- To be involved in networking with other stakeholders/community organisations.
- To participate in events organised / supported by SPD as required.
Requirements
- Degree/Diploma holder or relevant knowledge and at least 2 years’ experience of administrative roles
- Industry relevant IT knowledge
- Excellent interpersonal and communication skills
- Strong analytical and problem solving skills
- Diligent and organised with ability to multi-task while paying close attention to details and prioritizing to meet deadlines.
- Sensitivity to confidential matters may be required.
