Executive, Administration Operations

Executive, Administration Operations (Adult Empowerment Services)
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Job no:
Work type:
Permanent (Full-time)
Location:
Margaret Drive, All locations
Categories:
Allied Professional
Key Tasks and Responsibilities
Office and Service Administration
Financial Administration: Assist in the day-to-day financial operations, including collections, payments, and handling of grants, subsidies, and claims, while ensuring compliance with financial and funding regulations
Procurement & Contract Support: Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required
Student Administration: Assist in the coordination and administration of student matters such as admissions, withdrawals, and record-keeping
Staff Matters Administration: Assist in the coordination and administration of personnel matters such as staff claims and other staff-related submissions
Campus Safety & Security Support: Support the implementation of security and safety procedures and measures on campus
Process Improvement Support: Support the review and streamlining of processes for efficient and effective running of the programme/service
IT Systems Administration: Provide support in administering various IT systems for data integrity, accessibility and security
Resource & Inventory Management: Support resource planning, procurement of materials and equipment, and inventory tracking
Assistant Scheme Administration: Provide administrative support for processing relevant Assistance Schemes, Transport Subsidies and grants
Meeting & Secretariat Support: Undertake secretarial duties for programme meetings, including taking notes of meetings
Data & Records Management: Maintain accurate and up-to-date information on all programme submissions in relevant databases and filing systems
Client-centric Service
Customer Service: Deliver front desk service support, ensuring prompt and professional responses to queries with a client-focused attitude
Stakeholder Engagement: Maintain positive relationships with stakeholders, such as students, parents, teachers, vendors and the broader community
Event Logistics & Coordination: Support the implementation of events, ensuring seamless logistics and coordination
Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, such as staff and parents
Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations
Reporting and Communications
Technology-Enabled Administration: Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis
Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation
Digitalisation Support & Training: Provide technical support and training to team members on administrative digital tools and best practices
Data Analytics & Dashboarding: Utilise and maintain data analysis dashboards using tools like Microsoft Excel, Google Sheets, ChatGPT, Canva, Zapier, Google Analytics, Trello, Zoho and business intelligence software (e.g., Tableau, Power BI) to visualise key performance indicators (KPIs) derived from client data, financial data, and staff data
Job Holder Requirements
A good diploma or tertiary qualification in Business Administration, Linguistics, Economics or other relevant field
Experience in business administration, finance, procurement or customer service will be an advantage
Experience with project management software (e.g., Asana, Trello, Jira) and CRM systems is a plus
Service is at the heart of RC's purpose and we seek to serve our clients with respect, dedication and compassion, understanding that we are entrusted by society to serve with excellence and the highest ethical standards. Join us if you share our passion and values.
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Rainbow Centre envisions a world where persons with disabilities are empowered, included and thriving in inclusive communities.Our services aim to support persons with disabilities across their life stages, empowering them to achieve their highest level of independence and lead fulfilling lives. These services include education, learning, therapy, social care, and community integration efforts that foster inclusive opportunities delivered through early intervention centres, SPED schools and others programmes.The Administration Operations team plays a key role in ensuring the smooth operations of these services, supporting service leaders in processing client information relating to financial, personnel, and general administration.The Administration Operations Executive is responsible for coordinating and providing administrative support which may include secretariat support for meetings, liaison with vendors, inventory and data management, confidential data management, over counter customer service and other operational responsibilities. The role may be assigned to any one of our services.This is a position of trust and it is likely you will become aware of sensitive, confidential and private information that must not be disclosed to unauthorised personnel.
If you can't seem find the job opening that matches your expertise and experience in our list of current opportunities, feel free to submit an expression of interest here Our People & Culture Team will closely monitor all interest applications and reach out to you once there is an opportunity which potentially matches your interest and experience.
Rainbow Centre envisions a world where persons with disabilities are empowered, included and thriving in inclusive communities.Our services aim to support persons with disabilities across their life stages, empowering them to achieve their highest level of independence and lead fulfilling lives. These services include education, learning, therapy, social care, and community integration efforts that foster inclusive opportunities delivered through early intervention centres, SPED schools and others programmes.The Administration Operations team plays a key role in ensuring the smooth operations of these services, supporting service leaders in processing client information relating to financial, personnel, and general administration.The Administration Operations Executive is responsible for coordinating and providing administrative support which may include secretariat support for meetings, liaison with vendors, inventory and data management, confidential data management, over counter customer service and other operational responsibilities. The role may be assigned to any one of our services.This is a position of trust and it is likely you will become aware of sensitive, confidential and private information that must not be disclosed to unauthorised personnel.
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