Administrative Assistant

About the role

This Administrative Assistant supports the Manager in carrying out the programme's administrative tasks so that the centre runs smoothly. The role covers client registration, scheduling, records, billing and liaison with clients, caregivers, finance and external bodies.

Key responsibilities

• Manage day-to-day administration: respond to enquiries, complete client registration and invoicing, and coordinate clients' schedules, attendance and transport.
• Liaise with clients, next-of-kin/caregivers and other service providers, and with the finance department on financial matters.
• Maintain and update client records in the Client Management System (CMS).
• Process client billing and update payment records in the ERP billing system (Microsoft Business Central); applicable to satellite centres only.
• Assist with payment collection, receipt issuance and cash/cheque deposits, and administer petty cash in line with finance SOPs; applicable to satellite centres only.
• Manage external portals such as the client referral system, household means-testing system, MOH subvention claim portal, equipment claim and reimbursement portals, and provide progress reports on funding indicators.
• Support liaison with external institutions such as AIC, MOH and external auditors, escalate non-routine queries, and set up databases for tracking programme milestones and outcomes.
• Support inventory, procurement, donation-in-kind management and facilities management, and help with incident reporting and investigations.
• Take part in events organised by the centre and cover other centres on an ad hoc basis.

Required profile

• At least O' Level, A' Level or ITE certification from a recognised institution.
• Experience or background in the social service sector is advantageous.
• Advanced qualifications and a strong track record in administrative roles may be considered for an Admin Executive position.

Required skills

• Proficiency in MS Office applications.
• Good communication and problem-solving skills.