Admin Executive - Early Intervention Centre

SPD@Bedok

Administration:

• Assist the Assistant/Centre Manager and other key staff in overseeing the administration and ensuring the smooth operation of early intervention at SPD@Bedok. 
• Manage the general administration of the programme in the areas of database management, financial management and procurement processes.
• Ensure timely and accurate reporting of all yearly reports and musters to internal and external stakeholders.
• Respond through email/phone/meetings to the various stakeholders’ queries regarding administrative processes.
• Prepare or assist with the preparation of scheduled and/ad-hoc reports pertaining to the programme. 
• Assist in the implementation of established operational policies and procedures within the programmes.
• Assist in periodical revision of administrative processes (SOP) when necessary. 
• Execute and adhere to the organisational’s Data Protection Policy and its requirements. 
• Other services such as:

1. administrative, data entry and operations support 
2. requesting and maintaining office supplies
3. participating in events organised / supported by SPD as when required
4. to coordinate all maintenance issues of the centre with the assigned technicians/companies
5. liaise with team members on administrative support
6. coordination of training programmes
7. attend and contribute regularly to the following
8. staff meetings; any other meetings as and when necessary

Stakeholder Engagement: 

• Interact with caregivers face-to-face, on the phone, and through email on a regular basis and manage each case in the best interests of the programme and the client.  Ensure periodic updates of caregiver / client information in relevant databases. 
• Understand caregiver’s needs, provide relevant information and address caregiver’s queries in a professional and friendly manner. 
• Serve as the point of direct administrative contact and liaise with external institutions such ECDA, NCSS, VWOS, SG Enable, when needed.  
• Participate in Quality Improvement (QI) projects and workgroups in the programme, where needed.

Needs Of New Staff (volunteers, interns): 

• Assist the Assistant/Centre Manager in providing information (policies and procedures, etc.) to new staff (interns, volunteers) in the programme. 

Professional / Staff Development

• Attend relevant training and courses.
• To be involved in networking with other stakeholders/community organisations.
• To participate in events organised / supported by SPD as required.

Other Activities

• As may be assigned from time to time by Centre Manager, Assistant Director or Director, Children Services. 

Requirements

• Minimum Diploma in business administration, management, or a related field
• Proficiency in industry relevant office software and communication tools
• Excellent interpersonal and communication skills
• Strong analytical and problem-solving skills
• Diligent and organised with ability to multi-task while paying close attention to details and prioritizing to meet deadlines.
• Sensitivity to confidential matters may be required.