Constituency Management Executive, Kembangan CO

[What the role is]

Why does the job exist? What is the primary objective of the job that must be achieved by the incumbent?

Provides administrative support to the Constituency Office (CO) and the grassroots organisations (GROs). Answers all enquiries from members of the public and keeps abreast of all activities, courses and events available at the community centre/club and other local matters. Assists in the smooth operation of the CO.

[What you will be working on]

As a team leader, you will work closely with a team of Constituency Support Officers (CSO) to support Community Club (CC) operations and service CC customers with the aim to actively promote and market CC activities, courses and events and attract new customers. You will provide and assist to supervise the administrative support for the operations of the Constituency Office (CO) and the Grassroots Organisations (GRO). In addition, you will take on functional and co-ordinating roles in Finance, Operations or Information Technology support in the CO.

Customer Support

• Co-ordinates collection and collation of information on customers and ensures that customer database is updated.
• Leverages on IT system to enhance CC customer experience.
• Initiates marketing / promotion efforts to develop and promote CC courses to meet targets set.
• Assists Assistant Constituency Managers in organising community outreach and PA projects, including sub-group activities.
• Provides information and handles enquiries on CC services to the general public.
• Promotes CC membership scheme/activities/courses/events.
• Use onePA system for booking and registration of CC services.
• Ensures that newspapers, publicity materials and application forms for activities/courses/ events are displayed on a display rack and/or shelf that is accessible to the public and out-of-date materials are removed.
• Ensures that confidential documents and reference material are kept securely and not openly displayed to the public.
• Ensures that CC notice boards are kept up-to-date and presentable.
• Meets PA Service Standards at all times.

Administrative Support

• Assists in preparing/ dispatching minutes of meeting for CO & GROs.
• Compiles the statistics for reporting.
• Assists in reviewing and evaluating the relevance of all CC courses
• Performs administrative duties (such as filing, typing, posters design and dispatch of minutes and circulars to GROs) to support the external functioning of the CO.

PEOPLE'S ASSOCIATION

JOB DESCRIPTION

3

• Attends to requests or enquiries of grassroots leaders.
• Liaises with grassroots leaders and reminds that to attend important meetings and functions.
• Co-ordinates the administration of Edusave Merit Bursary (EMB) and Scholarship from data entry, preparation and dispatches of notification letters to applicants and sorts the vouchers for the EMB presentation ceremonies to be carried out successfully.
• Checks the solvency status of nominees for appointment as members of GROs to ensure that they are financially creditable. Sends names and particulars of solvent nominees to the Field Secretariat for further screening to ascertain that they are honourable people.
• Invites security cleared nominees to the monthly meetings to allow the grassroots leaders to observe and assess the suitability of the nominees to attain membership.
• Processes the appointment of new members into the GROs (inclusive of maintaining the membership lists) to strengthen the membership composition and re-appointment of members when the term of office ends to provide continuity of service.

Co-ordinator Role

• Assists Senior Constituency Manager to ensure that targets set for CSOs are met.
• Plans and organises the Duty Roster of the CSOs.
• Takes on appropriate functional roles of Finance, Operations or IT Co-ordinator (depending on staff's strengths, qualifications, experience & assessment of supervisors).

[What we are looking for]

Other ad hoc duties not covered under main responsibilities and duties.

• Participates and achieves ExCEL targets on Training, Staff Suggestions Scheme and Work Improvement Teams.
• Participates in projects assigned by PAHQ.