Executive Administration

**Purpose of Job**:

- To provide administrative support and support for the clinical and counselling services and programmes.

**Key responsibility areas**

Provide front reception support
- Coordinate the scheduling of counselling sessions and the booking of counselling rooms between counsellors and clients.
- Attend to and provide support to clients when they arrive at the centre.
- Provide support to clients on clinical and administrative areas

Provide back-end reception support
- Update and maintain the case registry for counselling clients.
- Manage the safe-keeping, storage, and retrieval of counselling case files.
- Maintain the availability of counselling and/or client forms.
- Manage the out-going and in-coming mails of the centre.
- Update and maintain the counselling session and room booking schedules to facilitate the scheduling of clients.
- Conduct booking and setting up of rooms at the centre for counselling sessions, meetings, programmes, training workshops, clinical supervisions, etc.
- Provide accurate and timely quarterly submissions of outcome indicators to NCSS via the EPES.
- Provide administrative support in all areas of reception related tasks

Implement finance administration
- Manage financial and payment matters relating to counselling clients, training workshop participants, programme participants and others (e.g., donors).
- Work with the Finance Executive and/or Executive Director to ensure the proper handover of all payment and donation received.
- Issue official receipts and maintain proper documentation for payment received in a timely manner.
- Ensure proper administrative steps for all activities involving payments and donations.

Provide administrative and secretarial support to Director
- Manage and update services, programmes, workshops, and events on notice boards and public areas at the centre.
- Assist with the procurement, requisition, and/or purchase of items relating to the clinical and counselling services and programmes.
- Manage the purchase and sales and/or maintain an inventory for counselling and client resources (e.g., books, CDs).
- Manage IT matters relating to the clinical and counselling services.
- Perform any other duties as assigned by the Clinical Director.

**2. **Requirements**

**Experience**:

- At least 1-2 years of administrative work experience is preferable

**Qualifications**:

- Must possess 'A', 'O' level and ‘N’ level

**Other Requirements**:

- Good communication and client orientation for front ending with clients
- Good interpersonal skills and emotional quotient for first line of communication
- Act as brand ambassadors of the Shan You brand with clients

**3. **Competencies**
- Professional Mastery (F)
- Display a basic understanding of functional theories, concepts and methodologies required to deliver results on the job
- Undertake basic or routine tasks under supervision and technical direction
- Adhere to project and quality standards within own scope of work
- Make requirements and needs clear
- Commit to Social Vision (F)
- Align to social work values and ethics
- Act consistently according to social work values and share honest information/ comments about the situation even when the message may not be especially welcomed
- Adhere to code of conduct, business practices and standards, and professional/statutory requirements
- Build Collaborative Networks (F)
- Build and sustain collaborative working relationship with team members/ key social service partners
- Cooperate with team members/ key social service partners to deliver social service outcomes
- Respect the views and opinions of others to maintain smooth working relationships
- Attuned to Clients' Interest (F)
- Take personal responsibility in helping clients address short-term needs
- Possess cultural understanding and social sensitivity
- Decision Making (F)
- Make timely decisions based on available information and evaluation of available alternatives, resources and consequences within own scope of work, and consult others if appropriate
- Generate solutions for familiar problems in own scope of work in a timely manner, based on a thorough analysis of the facts and root causes of the problem
- Evaluate and energise self (F)
- Understand self, personal values, beliefs and the way these impact the working relationship with clients
- Understand limits and when to seek help
- Engage in self-care and active learning