Clerical Officer

1. Main Duties and Responsibilities (80%)

Administrative Duties

• To maintain and improve the department clerical and office records and filing system.
• To assist Head of Centre with correspondence with parents/caregivers, other services ofMINDS, other agencies.
• To prepare, record, type documents - minutes, daily/weekly/monthly reports as required by the Head of Centre.
• Filing of centre's staff and clients personal files, records, confidential reports.
• Ensure safe keeping and accountability of Centre's Petty Cash.
• Ensure and maintains the operational readiness of all office equipment.
• Assist Head of Centre in Inventory Management and Control of the Centre.
• Assist Head of Centre and Supervisor in sourcing for quotation and processing order (e -PR), purchase, delivery of goods and services according to standard operatingprocedures.
• Assist in administration of Means Testing (documentation)
  • Monitor and ensure all trainees' insurance policy are renewed annually.

2. Secondary Duties and Responsibilities (20%) (General Tasks)

• Type, write, read and perform simple editing functions.
• Collating of data and data entry.
• Indexing and filing of records and documents
  • Photocopying.
• Postal and mailing
• Communicating - sorting and distributing of information - incoming and outgoing oftaxes, correspondences, and any other information as directed by Head of Centre.
• Answering, screening, and disseminating information from general telephone enquiries.
• Simple accounting - e.g. Petty Cash
  • Processing purchases, claims
• Compilation of reports - staff meeting, monthly, inventory and any other reports asdirected by the Head of Centre.
• Maintenance of documentations and records: correspondences - internal (other MINDS services) correspondences - external agencies - e.g., SE Enable MSF, NCSSo Training Officers Manualo Curriculum Manualo Various Centre Forms e.g. Consent forms, means test forms etc.o Centre SOP so Records of Donationso Centre's Inventoryo Stationery Inventory
• Any other records assigned by Head of Centre
• To perform any other duties as directed by the Head Of Centre

Qualifications

• Minimum GCE 'O' Levels/ ITE/ Diploma

Other Information

• Effective and good interpersonal and communication skills.
• Computer literacy skills - MS Word, Excel, Powerpoint.
• Simple basic accounting skills.