The Admin Executive is part of the administration team responsible for the good governance and administrative processes across the sectors in Canossaville.
The Admin Executive is responsible for providing administrative support in the areas of student enrolment, student withdrawal and discharge, income from fees, funding and subsidies, procurement and resource management.
Key Tasks
Enrolment and Withdrawal Management
- Support in creating enrolment forms for all sectors that have standardised elements and customised sections to suit individual sector needs/requirements
- Process the data collected from the forms
- Upload and/or create profiles in the respective systems (Little Lives, CMS, etc)
- Assist with updating of client data as and when and ensure overall data accuracy
- Work with sector heads and management to digitalise enrolment forms and processes
- Assist with administrative matters pertaining to Withdrawal from or Termination of our services
- Communicate with parents, caregivers, and/or family members and prepare the needful letters/documents for them as part of enrolment and withdrawal management
- Communicate with external parties for e.g. MSF, parents on funding and/or subsidy matters and SSA/external social workers on applications, where relevant
- Facilitate and expedite urgent and priority enrolments and withdrawals as and when required
Billing, Subsidies, and Arrears Management
- Work closely with Finance team to manage billing of fees for programmes and services
- Provide data and information accurately and timely to the finance team to facilitate fees billing
- Work closely with Finance team, sector heads, and relevant government stakeholders for subsidies management. That includes calculation of subsidies, subsidies appeal and management of subsidies refunds whenever needed
- Keep track of the subsidy application/renewal/appeal status and follow up closely to ensure no lapses in the process
- Assist with Arrears Management and fees recovery by communicating with clients
- Assist with highlighting clients and families that need assistance
- Communicate with parents, caregivers, and family members as part of billing, subsidies, and arrears management
Procurement and Resource Management
- Consolidate resources needs after assessment
- Work closely with Partnership & Outreach team to surface resource needs for support and sponsorship
- Work closely with Sector heads to go through the purchase requisition (PR) process, which includes quotation sourcing, comparing, and seeking approval through the e-PR processes
- Manage the inventory of resources assigned to the sectors and monitor the utilisation of resources
- Communicate with both internal and external stakeholders as part of procurement and resource management
Compliance and Reporting
- Support the sectors with information required for audits (e.g. ECDA, MSF, etc.) to ensure compliance and reporting accuracy
- Compile statistics for submission to management and/or the government agencies as needed
- Prepare reports for submission to government agencies as needed
Resource Planning
- Utilise resources in a cost-effective manner
- Work within budget allocated for the financial year
- Participate in the annual budget planning exercise
Internal Processes
- Comply with established policies, procedures, processes and workflows
- Support and maintain department SOPs and workflows, where necessary
Education and Experience
- Minimum requirement – Diploma Graduate
- At least 2 years of relevant experience working in Social Services or in an education setting
- Previous experience in managing Student Care Financial Assistance (SCFA) processes will be an added advantage
Technical Skills and Competencies
- Familiar with Microsoft Office applications
- Intermediate skills on Excel
- Good numeracy concepts
Generic Skills and Competencies
- Excellent interpersonal and communication skills
- Ability to collaborate, build and maintain strong relationships with different stakeholders
- Ability to contribute to a positive work and team culture where members strive for the highest standards of service delivery and care
- Ability to adapt to change and a willingness to embrace new strategies and ways of working
- Ability to work independently with minimal supervision
- Ability to work effectively in a team-oriented environment
- Ability to multi-task and prioritise responsibilities
- Attention to detail and accuracy in record-keeping
- Strong organisational and time management skills
- Demonstrated professionalism and a strong work ethic
