Overview
The Administration Assistant assists the Principal in managing and coordinating administration and operations in the centre. Main scope includes administration, financial, personnel and procurement.
1. Administration
a) Manage registration and withdrawal of children
b) Prepare and collate monthly reports and submissions to Government Agencies and Head Office
c) Update and submit children’s particulars receiving PPS subsidies and CDC Central-Based Financial Assistance Scheme for Childcare (CFAC) approval letter to Accounts Department
d) Update centre' s fact sheet
e) Update parents' particulars
f) Draft simple letters and correspondences
g) Coordinate & submit staff and children accident insurance claim forms to Head Office for processing
h) Maintain and update filing system
2. Financial
a) Invoicing and collection of fees and other payments
b) Banking, verification of fee collection and other payments
c) Issuing of receipts
d) Disbursement of petty cash expenses
e) First level approver of eClaims
f) Preparation of petty cash, fee collection reports
g) Ensure completeness of monthly invoices and receipts
h) Ensuring that effective and efficient systems and procedures are in place
i) Assist supervisor in budget preparation, monitoring and control
j) Support Financial Year End Audit and Special Audits (Subsidy/ICCP/DSLS etc)
3. Personnel
a) Arrange for relief staff to cover staff on leave of absences
b) Coordinate training registration and submit to Head Office
c) Assist in recruitment related matters as communicated by Head Office
d) Update and inform government agencies of staff changes in One@ECDA
4. Procurement
a) Manage purchases through TenderBoard system.
b) Submit monthly provision to suppliers
c) Submit quarterly stationery supplies orders to suppliers
d) Submit uniform and mattress orders to suppliers
e) Maintain inventory for uniform, mattress and stationery
5. Others
a) Ensure that licensing requirements are met at all times
b) Attend to public enquiries and complaints
c) Clearing of incoming and outgoing centre mails and emails
d) Update centre' s notice boards
e) Liaise with Head Office on matters pertaining to centre maintenance works
f) Monitor maintenance of centre equipment (copier machine, computers, telephones)
g) Conduct periodic checks of centre to report damages or vandalism
h) Attend staff meetings, workshops, conferences, in-service training
i) Promote a neat and professional appearance
j) Any other duties as and when assigned by the Principal
requirements
1. Technical Competencies
a) Competent with Microsoft applications (Outlook, Word and Excel)
2. Core Competencies
a) Good people skills to engage parents, staff team and vendors
b) Proficient in written and spoken English
c) Team player yet able to work independently
d) Meticulous mindset and follows through with processes and tasks
e) Strong multi-tasking skill
3. Preferred achievements / characteristics
a) Minimum GCE ‘O’ Levels
b) Preferably prior experience in administration role
