Junior Executive, Administration

Reports To

Manager – SOC (Haven Counselling Centre)

Employment Category

☐ Faculty ☒ Staff

Employment Type

☒ FT Contract  ☐ PT Contract     ☐ Affiliate

Location

SBC Blk 3

Work Hours / Week

40 hours/week, Monday – Off Day and Sunday – Rest Day

Working Days/hours from Tues to Sat: 8.15am to 5.15pm

KEY FUNCTIONAL RESPONSIBILITIES

Reception Duties

• Greet clients and visitors warmly, ensuring a welcoming atmosphere.
• Answer phone calls and respond to inquiries in a professional manner.

Liaison with New Clients

• Schedule the first session and reserve a room.
• Explain the fee structure to client.
• Prepare and ensure the informed consent and contract is sent to and signed by the client before commencement of counselling service.

Appointment Scheduling

• Manage and schedule counselling appointments for clients.
• Coordinate with counsellors & clients as needed to ensure efficient scheduling.
• Ensure counselling rooms are readily available after booking.
• Maintain accurate and up-to-date client's initial records.

Communication

• Answer phone calls and respond to inquiries in a professional manner.
• Monitor and respond to emails promptly.
• Relay messages and information to the counselling staff as needed.
• Communicate effectively with counsellors and other staff/faculty in the College.
• Facilitate smooth communication between clients and counselling professionals.

5.   Maintain Reception Area, the Counselling Centre and its Surrounding

• Keep the reception area and the Counselling Centre clean, organized and inviting.
• Ensure informational materials are readily available for clients.
• Water and care for the plants surrounding the Counselling Centre.

6.   Client Admin Record Management

• Assist in maintaining confidential client records eg appointment and intake forms and contracts between the Centre and the clients.
• Ensure that client information is entered accurately into the system.

7.   Emergency Situations

• Follow established procedures in handling crisis situations.
• Notify appropriate personnel in case of emergencies.

8.   Accounts Maintenance & Payment Processing

• Keep proper accounts of income and expenses for the Counselling Centre.
• Issue invoices to counsellors and receipts to clients and counsellors where necessary.
• Handle payment transactions and issue receipts.
• Work closely with billing or finance department as required.

9.   Administrative Support

• Assist with general administrative tasks as needed.
• Maintain inventory of office supplies and reorder as necessary.
• Provide necessary monthly statistics and issue monthly invoices for usage of rooms.
• Mark & tabulate the psychological assessment scores of clients when necessary. (Training will be provided).
• Supervise the assigned student helpers to fulfil their scholarship requirement in the Centre.

10. Social media & Website publicity

• Use of social media platforms and website to publicize the services of the Centre.

PRE-REQUISITES

• Relevant Diploma in business administration or equivalent; additional qualifications in office administration or customer service a plus.
• Strong communication skills (spoken, written, and typed), with excellent interpersonal skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and familiar with social media platforms and website management.
• Able to maintain confidentiality and handle sensitive information.
• Mature, sensitive to mental health clients and proactive with a positive, friendly attitude.
• Organized, meticulous and able to prioritize tasks with minimal supervision.
• Previous experience in a similar role is preferred.

Join us for a meaningful career by submitting a detailed resume to: and visit our website for more information.