The Administrative Executive ensures smooth administrative and operational support for the Canossian Child Development Unit (CCDU), which provides therapeutic care to children and families in the Canossian Village and other schools. This role involves coordinating with professionals, families, and schools, preparing funding reports, managing inventories, and maintaining efficient administrative workflows to ensure efficient service delivery.
Work Functions
1. Administrative and Data Management
- Process referral and discharge cases by creating records and preparing necessary documents within the allocated timeframe
- Contact parents/caregivers to provide therapy-related information and cost details
- Gather documentations and apply for subsidies for therapy if required
- Maintain accurate records and databases for children and family cases
- Prepare monthly case update excel
- Remind team members to complete case documentation and updates on time
- Compile and submit stakeholder reports and data
- Draft secondment contracts and official documents
- Work closely with the Manager to ensure smooth administrative operations
2. Operational Support
- Act as the main point of contact for inquiries, feedback, and communication
- Manage calendars and schedules for the unit
- Procure therapy tools, resources, and cleaning supplies
- Track and maintain unit inventory
- Ensure therapy rooms are equipped, organised, and meet hygiene standards
- Coordinate daily meal arrangements with Operations Head
- Arrange meals for team meetings and events (e.g., bonding sessions, birthdays, farewells)
- Initiate the yearly unit calendar and update SOPs and manuals
- Assist in tracking of trainings/ workshops provided
3. Finance
- Manage agreements/ contracts as required
- Monitor therapy tracker and follow up with parents for payments
- Handle weekly case billing
- Consolidate monthly income and expenditure and work closely with finance department to ensure timely and accurate billing
- Prepare all necessary documents required for corporate card statement monthly
- Assist in procurement and ensure compliance with financial regulations
- Monitor payments and therapy schedules for financial reporting
4. Event and Programme Support
- Assist in organising parent workshops, staff trainings, and meetings
- Provide logistical support for therapy and intervention programmes
- Participate in facilitation of programmes and special projects as assigned
5. Compliance and Reporting
- Monitor compliance with organisational and unit protocols, including confidentiality and funding requirements
- Generate routine and ad-hoc reports for management and stakeholders
- Assist in audits and service outcome tracking
Education and Experience
- Diploma or equivalent in Business Administration, Social Services, or related field (relevant experience without a diploma will also be considered)
- Prior administrative experience, preferably in healthcare, education, or social services
- Familiarity with the therapy and intervention process for children and families is advantageous
Technical Skills and Competencies
- Proficient in using Microsoft Office Suite and administrative software for billing and data management
- Strong organisational skills with attention to detail
- Ability to manage multiple tasks and prioritise effectively
- Basic knowledge of therapeutic work is a plus
- Proficient in billing processes and expenditure monitoring
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
