Executive Admin (MHCS, CCCC)

COMPANY DESCRIPTION

Established since 1981, Care Corner Singapore has been a steadfast pillar of support for those in need and the less privileged within our community. Our journey spans over decades, dedicated to making a meaningful difference in the lives of others. At the heart of what we do is our core values of integrity, Compassion, Authenticity, Respect and Excellence as we continuously strive to develop new innovative programmes to support the needs of our community.

At Care Corner, we offer a positive and collaborative work environment that promotes staff wellbeing and believes in the development and growth of our people. We recognise that our employees are our greatest asset.

Join our team and be part of an innovative organisation where every role contributes to making a meaningful difference in the lives of individuals and families. Whether you are an experienced professional or just starting your career, if you are seeking a rewarding opportunity to be part of something bigger than yourself, we invite you to apply today.

Visit us at www.carecorner.org.sg to learn more about our organisation and available opportunities.

RESPONSIBILITIES

Admin Executive/Assistant

Front Desk

1. Answer phone calls
2. New client intake
3. Schedule appointments
4. Collect payment
5. Settle accounts at day end
6. Replenish forms as needed.
7. Before the start of every in-office day, use anti-bacterial wipes to wipe down NETS machine and front desk phone.
8. Use of Front Desk mobile phone to SMS reminders to new clients who are uncontactable after 3 tries.
9. Customer Service mindset when attending to phone enquiry, potential clients, current clients, Hotline volunteers, community partners and stakeholders.

Phone Management System (3CX Phone Management System)

1. Set Public Holiday messages for office mainline phone and Hotline phone systems.
2. Set corporate event messages for Centre Retreat dates and Corporate Devotion dates.

Air Steriliser "Gun"

1. Ensure the functionality of the above and contact vendor for any repair work needed.

Hotline Admin

Recruitment & training

1. Answer enquiries.
2. Send out brochure and registration form to interested persons.
3. Update brochure when next recruitment drive is confirmed.
4. Create file to record data of new batch of trainees.
5. Store all applicants forms in PDF format in Shared Drive and hard copies in a folder.
6. Arrange interviews with Hotline Core Team members.
7. Interview day: prepare 1 set of interview forms for each candidate.
8. Inform candidates of interview outcome.
9. Inform and collect payment for training fees for each stage of training.
10. Send out reminders to trainees to attend training and any other info from the trainers.
11. Tally and input trainees' scores into the system and inform them of the results of each stage of training via email. Use standard letter format (in Shared Drive).
12. Note: use bcc when sending emails to all trainees.
13. Admin support during classroom training sessions. (Set up chairs, copy and distribute handouts, prepare attendance sheet, buy snacks for tea break, prepare name tags, support trainers in any way, etc)

Hotline Operations

1. Tech support for existing volunteers when in office.
2. Forward feedbacks from callers to HL Core Team members or direct callers to voice box.
3. Be familiar with Hotline operating system (3CX & CRM).
4. Download phone recording for supervision.
5. Report any faulty or malfunction equipment in the Hotline room.
6. Admin support for document and files renewal updates, notices for volunteers, removal of resigned volunteers' document, etc. (in Hotline Room)

Volunteer Appreciation and Annual Awards

1. Together with the Hotline team, help to create the list of awardees for the year.
2. Prepare graduation certificates for last batch of trainees or appreciation certificate (if any).
3. Prepare certificates for each awardee.
4. Edit text for various award plaques from previous years.
5. Purchase frames for certificates for 终身义工奖特别精神奖杰出义工奖
6. Admin support for Volunteer Appreciation Day and award presentation.
7. Be the first line of contact for any volunteers' feedback
8. Be the rep of 4C in supporting VCE

Mental Health talks and outreach

1. Coordinate schedule for external talks and outreach events.
2. Ensure payment is received for commercial entities engaging us.
3. Coordinate speakers and topics.
4. Provide logistic support for speakers at specific talks.

Fire Drills

1. Conduct fire drills twice a year (April/May and Sept/Oct).
2. Complete attendance list and email to Annie Lim, HQ.
3. Submit completed fire drill details via https://forms.office.com/Pages/ResponsePage.aspx?id=Ycu9JkYoA0yJwHUJWG-CpcIshAH49JxNjV_GCXqhPxVUQkRYODc5QllGRFdDSE9OMEQySUtXNE1YSi4u

Download Video Recordings

1. Counselling sessions are recorded on ad hoc basis with consent of the client.
2. Download the recordings on request basis.

Staff Meeting

1. Attend and take minutes at monthly staff meeting.
2. Minutes to be completed within 2 weeks of the meeting.
3. Send minutes to Admin Manager for vetting.

Others

Any other admin duties not mentioned above will be assigned on needs basis.

Diploma or equivalent experience

Thank you for your interest and your application. We regret that only shortlisted candidates will be notified for interview.