Job Summary:
As an Administrative officer, taking charge of TOUCH Ubi Hostel (TUH) and Continual Support Programme (CSP) administration, whose duties include the managing of financial aspects, assisting in ensuring the smooth operations of the centre, supporting staff in volunteer management, supporting clients when necessary, and handling of centre’s facilities and maintenance.
Principal Responsibilities and Duties:
1. Office Administration & Operation
- Update the various SOPs for systematic procedures in the centre, such as claims, new staff orientation, trainee admission, hostel operation etc.
- Manage face-to-face, email and mail correspondences
- Assist the manager in any of the internal or external audits.
- Preparation of note of minute for weekly ops meeting or any other relevant meetings.
- To look into developmental work in areas of office administration, work processes, asset acquisition and other areas aimed at improving operational efficiency and controls
- Manage the fire-safety and relevant safety-measures set by the ministries.
- Manage operations of the centre to ensure smooth running
- Ensure the continuous maintenance of office premises, office equipment and improving facilities wherever necessary
- Manage office supplies and renew stock when required
- Handle staff personnel matters:
- Claims
- Part-timers’ time sheets for salary purposes
2. Trainees’ Management
- Support Lifeskills Coach when necessary
- Support Social Worker in the preparation of the relevant documents & logistics for client’s admission and discharge.
- Update trainees’ records and prepare necessary relevant paperwork
- Support clients in dispensing their meals and daily expenses.
- Assist the Centre Manager, Supervisor and Social Workers on matters pertaining to trainees, including submission of documents to external agencies (e.g. SG Enable, MSF, NCSS, etc.)
- Communicate with caregivers/ guardians on operation of TUH matter that may concern the trainees.
3. Financial Administration
- Update spreadsheets of daily transactions
- Ensure timely collection of training fees and all amounts received from trainees
- Ensure proper bookkeeping of all financial transactions such as official receipts for donations, payments to vendors, etc.
- Process staffs’ petty cash reimbursements and cheque payments to external vendors
- Assist Manager in the preparation of the annual budget
- Review monthly financial reports prepared by Finance for accuracy.
- Review insurance policies and other contracts for office premises and equipment to ensure their adequacy and timeliness
4. Programmes
- Plan and execute centre-based events when necessary
- Be part of the team in planning and executing enrichment/ recreation activities.
- Assist in planning and implementation of Special Needs Group events
- Assist in volunteer coordination, record-keeping and support volunteer-based programme.
Essential Skills and Qualifications:
- Minimum diploma holder in any discipline
- At least 1 year working experience related to special needs
- Knowledge in Microsoft programs
- Passion and understanding for special needs
Core Competencies and Attributes:
Attributes
- Team player and able to work independently
- Positive, respectful and grateful attitude
- Passionate about special needs
- Proactive
- Good communication
- Patient
- Organized and systematic
Core Competencies
- Strict adherence to Code of Ethics
- Professionalism
- Pay close attention to detail, accuracy and completeness
- Reliable
- Adapt to changing organizational needs, work situations
