Purpose of Job:
· To provide administrative support and support for the clinical and counselling services and programmes.
Key responsibility areas
Provide front reception support
· Manage, attend to and respond to enquiries from the public and clients relating to the clinical and counselling services and programmes at front desk, and via emails and telephone calls.
· Coordinate the scheduling of counselling sessions and the booking of counselling rooms between counsellors and clients.
· Attend to and provide support to clients when they arrive at the centre.
· Provide support to clients on clinical and administrative areas
Provide back-end reception support
· Update and maintain the case registry for counselling clients.
· Manage the safe-keeping, storage, and retrieval of counselling case files.
· Maintain the availability of counselling and/or client forms.
· Manage the out-going and in-coming mails of the centre.
· Update and maintain the counselling session and room booking schedules to facilitate the scheduling of clients.
· Conduct booking and setting up of rooms at the centre for counselling sessions, meetings, programmes, training workshops, clinical supervisions, etc.
· Provide accurate and timely quarterly submissions of outcome indicators to NCSS via the EPES.
· Provide administrative support in all areas of reception related tasks
Implement finance administration
· Manage financial and payment matters relating to counselling clients, training workshop participants, programme participants and others (e.g., donors).
· Work with the Finance Executive and/or Executive Director to ensure the proper handover of all payment and donation received.
· Issue official receipts and maintain proper documentation for payment received in a timely manner.
· Ensure proper administrative steps for all activities involving payments and donations.
Provide administrative and secretarial support to Director
· Manage and update services, programmes, workshops, and events on notice boards and public areas at the centre.
· Assist with the procurement, requisition, and/or purchase of items relating to the clinical and counselling services and programmes.
· Manage the purchase and sales and/or maintain an inventory for counselling and client resources (e.g., books, CDs).
· Manage IT matters relating to the clinical and counselling services.
· Perform any other duties as assigned by the Clinical Director.
2. Requirements
Experience:
· At least 1-2 years of administrative work experience is preferable
Qualifications:
· Must possess 'A', 'O' level and ‘N’ level
Other Requirements:
· Good communication and client orientation for front ending with clients
· Good interpersonal skills and emotional quotient for first line of communication
· Act as brand ambassadors of the Shan You brand with clients
3. Competencies
· Professional Mastery (F)
o Display a basic understanding of functional theories, concepts and methodologies required to deliver results on the job
o Undertake basic or routine tasks under supervision and technical direction
o Adhere to project and quality standards within own scope of work
o Make requirements and needs clear
· Commit to Social Vision (F)
o Align to social work values and ethics
o Act consistently according to social work values and share honest information/ comments about the situation even when the message may not be especially welcomed
o Adhere to code of conduct, business practices and standards, and professional/statutory requirements
· Build Collaborative Networks (F)
o Build and sustain collaborative working relationship with team members/ key social service partners
o Cooperate with team members/ key social service partners to deliver social service outcomes
o Respect the views and opinions of others to maintain smooth working relationships
· Attuned to Clients' Interest (F)
o Take personal responsibility in helping clients address short-term needs
o Possess cultural understanding and social sensitivity
· Decision Making (F)
o Make timely decisions based on available information and evaluation of available alternatives, resources and consequences within own scope of work, and consult others if appropriate
o Generate solutions for familiar problems in own scope of work in a timely manner, based on a thorough analysis of the facts and root causes of the problem
· Evaluate and energise self (F)
o Understand self, personal values, beliefs and the way these impact the working relationship with clients
o Understand personal strengths and apply them skilfully
o Understand limits and when to seek help
o Engage in self-care and active learning
