Administrative Officer - Singapore - TOUCH COMMUNITY SERVICES LIMITED

TOUCH COMMUNITY SERVICES LIMITED

Verified Company

Singapore

2 weeks ago

Posted by:

Wei Jie

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Description

Job Summary:

As an Administrative officer, taking charge of TOUCH Ubi Hostel (TUH) and Continual Support Programme (CSP) administration, whose duties include the managing of financial aspects, assisting in ensuring the smooth operations of the centre, supporting staff in volunteer management, supporting clients when necessary, and handling of centre's facilities and maintenance.

Principal Responsibilities and Duties:

1. Office Administration & Operation

Update the various SOPs for systematic procedures in the centre, such as claims, new staff orientation, trainee admission, hostel operation etc.
Assist the manager in any of the internal or external audits.
Preparation of note of minute for weekly ops meeting or any other relevant meetings.
To look into developmental work in areas of office administration, work processes, asset acquisition and other areas aimed at improving operational efficiency and controls
Manage the firesafety and relevant safetymeasures set by the ministries.
Manage operations of the centre to ensure smooth running
Ensure the continuous maintenance of office premises, office equipment and improving facilities wherever necessary
Manage office supplies and renew stock when required
Handle staff personnel matters:
Claims
Parttimers' time sheets for salary purposes

2. Trainees' Management

Support Lifeskills Coach when necessary
Support Social Worker in the preparation of the relevant documents & logistics for client's admission and discharge.
Update trainees' records and prepare necessary relevant paperwork
Support clients in dispensing their meals and daily expenses.
Assist the Centre Manager, Supervisor and Social Workers on matters pertaining to trainees, including submission of documents to external agencies (e.g. SG Enable, MSF, NCSS, etc.)
Communicate with caregivers/ guardians on operation of TUH matter that may concern the trainees.

3. Financial Administration

Update spreadsheets of daily transactions
Ensure timely collection of training fees and all amounts received from trainees
Ensure proper bookkeeping of all financial transactions such as official receipts for donations, payments to vendors, etc.
Process staffs' petty cash reimbursements and cheque payments to external vendors
Assist Manager in the preparation of the annual budget
Review monthly financial reports prepared by Finance for accuracy.
Review insurance policies and other contracts for office premises and equipment to ensure their adequacy and timeliness

4. Programmes

Plan and execute centrebased events when necessary
Be part of the team in planning and executing enrichment/ recreation activities.
Assist in planning and implementation of Special Needs Group events
Assist in volunteer coordination, recordkeeping and support volunteerbased programme.

Essential Skills and Qualifications: