Job Responsibilities
- Assist the Centre Manager and other key staff in overseeing the administration and ensuring the smooth operation of Continuing Therapy Programme (CTP)
- Manage the general administration of the programme in the areas of database management and financial management
- 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
- Assist in maintaining the documentation needed to support the CARF accreditation
- Assist the Centre Manager in maximising the clients’ schedule to ensure the efficient usage of the slots
- Assist to consolidate data and do simple reports on trends to support the Manager in the long term planning of the programme
- Provide guidance to the Administrative Assistant to ensure smooth running of operations in the programme, if applicable
- To provide coverage for other Admin Executive / Assistant’s duties as and when needed, so as to ensure the smooth running of all programmes in Children Services at all times
- 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 KKH, NCSS, SSAs, when needed
- Participate in Quality Improvement (QI) projects and workgroups in the programme, where needed
- Assist the Centre Manager in providing information (policies and procedures, etc.) to new staff (interns, volunteers) in the programme
- As may be assigned from time to time by Centre Manager, Assistant Director or Director, Children Services
Job Requirements
- Degree/Diploma holder or relevant knowledge and at least 2 years’ experience of administrative roles
- 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
