Administrative Executive, Therapy Hub

2 weeks ago

Singapore SPD Singapore Full time

**1. KEY RESPONSIBILITIES**
- To provide administrative and logístical support to Therapy Hub; including the initiating and coordinating of clerical and logístical functions required in the effective implementation of Therapy Hub administrative policies.
- To collate and maintain Therapy Hub required statistics for the purpose of reporting, submission and audits. This will include working with standard and advanced spreadsheets, databases, word-processing software and documents.
- To develop and maintain both hard and soft-copy information related but not limited to:

- Therapy Hub Staff/operational information
- Partner Organisations
- Service Requests
- Student Placements
- Statistics/Data required by Programme
- To monitor, update, prepare and file documents required for the smooth operations of Therapy Hub including but not limited to:

- Therapy Hub Service Contracts
- Locum Contracts
- Letter of assignments
- Billing/Invoicing
- To contact partner organisations in relation to billing, staffing and contract matters
- Handle sales and billing invoices for partner organisations, generate initial sheet for preparation of entry into NAV, ensure approval and sending to partner organisations for payment.
- Monitor and keep track of current contracts with organisations. Prepares renewal of contracts as necessary.
- Interacts with Partner Organisations with regards to reminders of payments, contract renewals, early release of therapists for corporate events and ad hoc matters related to service provision.
- Point of contact between new partner organisations seeking services. Ensure that they complete the Service Request Forms and work with Therapy Hub Manager/s to respond timely to new partner organisations.
- Assist with submission or collection of monthly/quarterly/yearly statistics for reporting to Senior management/Board/External stakeholders and ad hoc requests from various funders or stakeholders.
- Handle logistics for Therapy Hub Meeting such as ordering meals keeping in mind dietary restrictions, preparing materials and setup of rooms.
- Disseminate information to staff for ad hoc issues.
- Collate training courses that therapists have completed.
- In charge of ordering and issuing of uniforms (Rotation with other Admin Staff)
- Monitors stationery needs of department and submits order form before end of the month.
- In charge of ordering of items for promotional events/roadshows/ employment drive
- Maintains extensive files and records of therapist registration with AHPC, practicing certificates, contact details.
- May perform related duties as assigned, may participate in special projects and efforts to improve effectiveness of Therapy Hub processes.
- Outreach
- Actively monitoring job portals for potential partners
- Maintain an active potential partner databases
- Cold calls to all SSAs based on the manpower needs
- Recruitment
- Coordinate roadshows and recruitment drives
- Managing the professional databases
- Engagement of potential recruits
- Engagement
- Coordination of staff engagement activities
- Coordination of partners engagement activities
- Training and Development
- Actively source out relevant courses from multiple sources for management dissemination
- Coordination of Special Interest Group

**2. PROFESSIONAL / STAFF DEVELOPMENT**
- To identify and attend relevant training and courses.
- To be involved in networking with other community organisations.
- To participate in events organised/supported by SPD as required.

**3. ANY OTHER DUTIES**
- As may be assigned from time to time by Director and Manager, Therapy Hub

**4. JOB HOLDER REQUIREMENT**
- Proficient in the use of Microsoft Excel, Word and PowerPoint.
- Detail oriented with strong analytical and evaluative skills
- Customer focused; with strong interpersonal skills to effectively communicate with a wide range of individuals and stakeholders
- Possess at least 2 years of experience in an Administrative Executive (or equivalent) role

**Job Category**:

- Providing administrative services**Job Type**:

- Full Time**Job Location**:

- Singapore

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