Administrative Assistant

6 days ago

Ang Mo Kio New Town, Singapore Thye Hua Kwan Moral Charities Full time $30,000 - $45,000 per year

COMPANY DESCRIPTION

THKMC was incorporated on 13 October 2011 as a charity to provide multiple social and welfare services to the community at large, and achieved an Institute of Public Character (IPC) status on 18 November 2011. THKMC is the charitable arm of Thye Hua Kwan Moral Society, which lives by the mission - To Serve Mankind - to help anyone who needs help regardless of their race, religion, colour, language, creed and culture. THKMC today serves more than 70,000 beneficiaries through more than 70 programmes across five Services, which include Disability, Early Intervention for Children, Family, Seniors' Community, and Therapy.

DESIGNATION : Administrative Assistant (Community Rehabilitation)

RESPONSIBILITIES

The Administrative Assistant at THK Therapy Spaces plays an essential role to support the operations of our community rehabilitation programmes and the Allied Health Professional team (PTs, OTs, SLTs). Our community rehabilitation extends from centre-based to home-based therapy for active and maintenance rehabilitation. The Administrative Assistant works collaboratively in a team that consists of Allied Health Professionals (AHPs), administrative and Accounts staff. S/he performs clinical support and administrative tasks to ensure smooth daily operations, client coordination, and administrative compliance for the team(s).

Clinical and General Administration: (70%)

  • Process referrals from ILTC referral platform(s), hospitals, polyclinics, community partners and general public
  • Manage client registration, intake processes, and demographic data entry for new clients
  • Schedule appointments and coordinate therapy sessions across disciplines
  • Coordinate and communicate with clients and therapists
  • Handle client enquiries via phone, email, and walk-ins
  • Assist in addressing and resolving client feedback
  • Ensure proper documentation and systematic filing of client information, including regular audits
  • Provide reception services and visitor management
  • Handle incoming and outgoing correspondence
  • Maintain office supplies inventory and coordinate procurement
  • Prepare meeting materials and maintain meeting minutes
  • Coordinate with external vendors, contractors, and service providers

Financial and Billing Support: (30%)

  • Process client fee collections and payment arrangements
  • Assist with billing enqueries and financial counselling referrals
  • Maintain accurate financial records and support audit processes
  • Handle petty cash management and expense processin
  • Update required information on the ILTC portal(s)
  • Manage debt collection by reminding clients of due payments and outstanding balances

QUALIFICATIONS

  • Minimum GCE 'N' Levels, 'O' Levels or NITEC in any discipline
  • Basic proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Basic knowledge of healthcare information systems
  • Good verbal and written communication in English
  • Basic proficiency in Mandarin, Malay, Tamil or dialects (preferred)
  • Excellent organisational and time management skills
  • Strong customer service orientation and cultural sensitivity
  • Multi-tasking capability in a fast-paced environment
  • Problem-solving skills and initiative
  • Professional demeanor and appearance
  • Only Singaporeans will be considered
  • Immediate start preferred

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