About Us
SHINE Children & Youth Services is a social service agency started in 1976 to provide social work services to students. We work with government agencies, national organisations and business corporations to support and help disadvantaged and marginalised students and at-risk youths (aged 5 to 21) studying in mainstream schools.
SHINE believes in the right of every child and youth to shine. Towards this end, it reaches out to children, youth and their families through school-based, centre-based and community-based social work and educational psychology programmes so as to enable children and youth to understand and overcome or cope with their difficulties, discover their strengths, learn life-skills and maximise their potential.
Administrative Assistant
The Administrative Assistant plays a vital role in providing front line support, office administration and office maintenance, and plays an important part to support the staff team and enable programmes and services to run smoothly.
Requirements:
Only Singaporeans
Personnel Specification
- Good communication and interpersonal skills
- Effective Team Player
- Willingness to learn new skills and adopt new processes
- Has good hands-on knowledge of Microsoft office applications and able to use or learn to use software applications like ERP and CRM
- Strong Administrative skills required and additional experience in receptionist duties will be an advantage
Responsibilities and Scope of Work:
The following are categories of scope of work and examples of type of work
1) Front line support
- Provide front line support to services operating at that site.
- Carry out reception duties, handle enquiries, telephone calls and first-cut referrals.
- Collect fees from clients, record fees and issue receipts from system, bank in collections and ensure proper documentation is attached in the system. Encourage clients to use e-payment platforms.
- Retrieve phone/ email messages for assigned SHINE Sites and ensure messages are conveyed to respective person promptly.
- Maintain Databases and collate data for consultation services/ statistics/ & tracking purposes
- Generate invoices to external parties as required, which will be sent via various online portals or email.
2) Office administration
- Perform site office administrative and clerical work including data entry, typing, filing, maintaining records and other related duties.
- Issue and replenish stationery and track stocks.
- Handle site’s postage/ incoming and outgoing mailing/ courier services where required.
- Support Site Directors to check staff expense reimbursement to ensure completeness of supporting document, in compliance with SHINE’s policy. Follow up with staff to close outstanding matters.
- Support programme/ event level budget tracking for assigned services through retrieval of reports available in the ERP system when requested.
- Programme/event level budget tracking for assigned services by using the reports available in the ERP system.
- Raise purchase orders and record receipt of goods and services via ERP system. POs are based on pre-approved purchase requisitions and recommended vendor submitted by respective programme staff.
- Source and raise PO for office related items or other items as requested.
3) Office maintenance
- Responsible for site equipment maintenance including but not limited to air-con, photocopy machine etc.
- Handle site maintenance and housekeeping including coordinating duties for cleaning assistant.
- Set up facilities for meetings, events, hosting of guests in centre.
- Work together with Administrative Executive to implement and promote health and safety requirements as assigned, including but not limited to Safe Management Measures during a pandemic or as part of the service continuity plan.
Location: Yishun.
We regret that only shortlisted candidates will be notified
