To provide timely administrative support to the HOD to facilitate operational efficiency and effectiveness for assigned administrative functions.
A) Key Responsibilities & Duties
Office Administration
· Address queries and attend to requests for assistance at the reception area, in person, over the telephone or via e-mail and direct them when necessary to the appropriate staff member/ department
· Perform routine clerical duties including the daily recording of incoming and outgoing mails and faxes, filing, photocopying, faxing, data entry, preparing telephone listings and arranging courier service
· Coordinate, maintain and update records when necessary for office mobile phones and office keys
· Perform administrative work for meetings when required including presentation equipment, materials and refreshments
· Ensure correct inventory of all general office supplies (such as toiletries, stationery, stamps, and refreshment), and place orders when replenishment is required
· Attend meetings and record minutes at meeting when assigned
· Run official errands to bank, post office, office equipment supply store, other Allkin offices, and other organisations
· Undertake required office processes to ensure the timely repair and maintenance of office facilities and equipment
· Maintain the general tidiness and cleanliness of the office
· Update and maintain a comprehensive administrative filing system
· Organise annual emergency evacuation exercise e.g. Fire Drill exercise
Human Resource
· Update staff data (including personal and family details, leave, designations, telephone numbers, academic qualifications, and leave) in a timely manner and maintain these records
· Undertake staff training operational work (including course registration, training grant application after course approval by the relevant approval authority/ authorities, tracking training of staff, utilisation of training budget, and submit requested documents to Human Resource & Administration Department)
· Perform staff recruitment administration work (including scheduling interviews, collating and verifying relevant and required documents, and collecting job application forms)
· Update and maintain records of staff leave
· Update and maintain records of staff medical and dental claims
Finance
· Collect fees and issue receipts for fees for various company programmes.
· Assist the professional staff in getting the monies for the monthly financial assistance ready for distribution
· Ensure that all financial claim forms are duly signed by clients and are properly recorded and filed
· Maintain updated, proper and accurate data for the accounts for petty cash and financial assistance to clients
· Ensure the safe-keeping of monies (including petty cash, donations, programme fees, and financial assistance to clients)
· Issue reimbursements to staff from petty cash
· Update and maintain required records for programmes (such as data of children enrolled and respective fees and subsidies), and prepare relevant monthly reports (such as income, reconciliation, deposits from clients, and subsidies) for submission to Finance Department
· Track use of fund balance and beneficiaries of various external funds (such as Lee Foundation, COMCARE, School Pocket Money Fund and YMCA funds) and submit reports to Finance Department monthly, annually to Ministry of Social & Family Development (YMCA and COMCARE funds), and/ or when requested
· Collate staff transport claims and submit to Finance Department every month
· Submit list of claims to Finance Department fortnightly
· Assist Finance Department in all banking and financial matters
· Manage claims and procurement matters through Tenderboard
Review and Implementation of New Administrative Systems (Policies, Processes, Systems, and Forms) and Human Resource Matters
· Provide constructive feedback in a timely manner on new work processes, forms and systems from Corporate Services Departments
· Implement the new work systems in accordance and in consultation with the relevant Corporate Services staff and department when requested
B) Other Responsibilities & Duties
Handle social service administration work
· Update client’s data in the casework database in the government case management system
· Prepare casework monthly, quarterly and yearly reports for staff and submission to management and MSF
· Monitor and track relevant areas of casework monthly reports.
· Prepare and submit service standard requirements report, practice standards reports, audit reports and any other relevant reports to the MSF after approval.
To undertake any other work responsibility assigned by supervisor
Candidate Requirements
Technical Requirements
· At least GCE “A” Level
· At least 8 years of work experience in office administration, human resource operations and/ or financial operations
Core Competencies
· Proficient in oral and written communication, especially in English
· Good interpersonal and teamwork skills
· Committed and responsible
· Keen on learning by accepting feedback on performance and making timely efforts to improve performance and proactively learning and putting into practice relevant new skills and knowledge at the workplace
· Demonstrate sound and updated job knowledge and skills
· Strong organisational and time management skills
· Good problem-solving skills
· Grasp concepts and instructions correctly and quickly
· Receptive and adapt to changes well including organisational and work changes
· Take initiative to and appropriately contribute to the department, division and organisation
· Demonstrate professional conduct in terms of displaying integrity, composure, timeliness, and respect
· Produce quality work (accurate facts, effective proposals/ decisions and proper work)
· Resourceful in getting and optimally using relevant resources to accomplish work targets cost-effectively and efficiently
· IT-savvy and proficient in using Microsoft Office (Word, Powerpoint and Excel) and preferably proficient in Access
· High level of integrity
· Able to do simple financial accounting (for staff handling financial accounting work)
