COMPANY DESCRIPTION
MINDS has been caring for Persons with Intellectual Disabilities (PWIDs) and their families since 1962.
Grounded in the belief that all PWIDs have innate abilities and talents, MINDS is committed to empowering them and enhancing their quality of life, while advocating for greater inclusivity for PWIDs as a nation.
MINDS is today one of the largest charities in Singapore employing more than 850 staff. With the key focus to expand community-based services, improving the employability of PWIDS, strengthening education, and engendering inclusive community living, MINDS offers a holistic range of services and programmes across the PWIDs’ lifespan.
These include schools, employment and training development centres, home-based care services and community-based services to cater to the physical, psychological, environmental and social needs of PWIDs. For more information, please visit www.minds.org.sg.
RESPONSIBILITIES
The Programme Officer / Programme Executive supports the department’s core service delivery and provides administrative and logistical support for all department’s functions. He/She works in collaboration with staff within and outside the department to ensure smooth operations and supports the implementation of relevant policies, processes and frameworks in his/her area of work. He/She will be involved in the planning, coordination and execution of programmes, events and activities led by the department to serve clients and families, and for staff development.
A proactive, resourceful and responsible individual, the Programme Officer / Programme Executive possesses good organisational and people skills to achieve efficiency at work.
1. Manage programmes
- Support the development of AHP programmes
- Lead / Provide administrative and logistical support for the implementation of AHP programmes.
- Provide programme updates to AHP programme lead(s)
- Support AHPs on client/family visits when required
- Identify areas of improvements in the administration of AHP programmes
- Maintain programme records, including attendance, progress and evaluation
- Create, update and maintain client records in relevant IT systems adopted/used by the department
- Generate client and/or programme reports for reporting to management and/or funding bodies.
2. Resource management
- Plan / take stock of departmental and programme resources
- Maintain departmental asset inventory
- Monitor the upkeep of departmental assets
- Update and maintain staff data, manpower deployment rosters, staff movements and any other staff records
- Organise / Maintain departmental files and documents in shared drive
- Oversee / Support facility management of office if required
3. Administrative support
- Attend to general phone, email and walk-in enquiries
- Oversee / Support procurement and management of vendor contracts
- Work with Finance in managing departmental financial matters, including but not limited to petty cash disbursement and processing of staff claims
- Verify / Prepare departmental financial statements and reports
- Support departmental audit activities
- Support other ad-hoc administrative duties as assigned
4. Operational support
- Support staff recruitment, including coordination and scheduling of interviews and collection of documents
- Support staff on-boarding, orientation and off-boarding
- Coordinate / Support both internal and external meetings for the department
- Record / Draft notes of departmental meetings
- Coordinate / Participate in initiatives to establish working relationships with stakeholders
- Support engagements with other professionals and organisations to direct social resources and meet the needs of clients
- Support volunteer recruitment
- Maintain volunteer database and training records
- Support the implementation of outreach plans for the department
5. Uplift professional practice
- Support the implementation of service delivery frameworks, protocols and procedures in individual area of work
- Propose / Assist with implementation of workflow improvements to enhance efficiency
- Support activities that safeguard and promote the interests of the target client groups
- GCE ‘A’ Levels / Diploma in any discipline, preferably in social service or healthcare related-fields
- Fluent in English and a Second Language
- IT-savvy and proficient in using Microsoft Office (Word, Powerpoint and Excel)
- Receptive and adaptable to changes including organisational and work changes
- Have a strong sense of responsibility with good communication, teamwork and interpersonal skills
- Experience in working with persons with intellectual and/or developmental disabilities or related field is preferred
