Administrator

**Job Purpose**:
**To handle operational matters related to administration, governance and human resource**

**Responsibilities**:
Administration

1. Office operations
- Attend to phone calls
- Respond to public’s enquiries
- Being the liaison with estate management personnel, vendors and contractors
- Purchase of office items and equipment
- Upkeep inventory record of assets.
- Ensure maintenance of LCCS’ facilities and equipment, as well as its repair or replacement where necessary.
- Source for quotations and oversee renovation or repair and any other areas of work where required.
- Work with staff team to maintain volunteer and donor databases for tracking.
- Provide administrative and secretariat support to Board members and Board Committees as required.
- Supervise or roster cleaning or support staff where necessary.

2. Policies and Procedures
- Review and improve work processes and policies pertaining to administration, governance and human resource, to ensure alignment with requirements from governing bodies:

- Employment practices
- Volunteer management
- Information Technology (IT) including data privacy management, cyber-security and data protection
- Assist ED to put in place the systems, processes and reporting instruments required by the National Council of Social Services (NCSS), Ministry of Social and Family Development (MSF), Charities Act, Personal Data Protection Act (PDPA), the charities transparency framework and any other governing bodies related to Institutes of Public Characters (IPC) and charities.
- Work with staff to ensure adherence to SOPs and procedures.

Governance

1. Annual Submissions
- Submit the necessary documents (such as Annual Report, Financial Statements, GEC, and so on) in accordance with the requirements of the Charities Act, its Regulations, and other frameworks (For example, Charity Transparency Framework)

2. Risk Management
- Support ED in identifying key risks and implementing risk management processes

Human Resource

1. Employees Recruitment & Development
- Assist in employees’ recruitment
- Prepare letters of appointment
- Onboard new employees
- Track employees’ training, performance and development

2. Administration and Records
- Maintain employees’ records
- Update employees’ records when necessary
- Respond to surveys relating to manpower, organisation culture etc.
- Maintain and administer eLeave, ePayroll and eClaims system.
- Assist to obtain code of conduct and conflict of interest declaration from the Board

3. Periodic check-ins and appraisals
- Ensure check-ins and performance appraisals are conducted by reporting officers in a timely manner
- Maintain employees’ annual performance appraisals and Work Improvement Plan records
- Prepare letters to employees on salary and employment status

4. Payroll & Benefits
- Assist in payroll matters
- Provide guidance on benefits, AWS, CPF payout, reimbursements and leave eligibility
- Assist in insurance review and renewal
- Purchase or renewal of insurance policies required by LCCS.

5. Policies
- Ensure correct implementation of HR polices
- Review and update HR and related policies and procedures
- Ensure HR and related polices and procedures comply with existing relevant laws and regulations

6. Employees’ Grievances
- Support the management in managing employees’ grievances
- Ensure that employees’ grievances are addressed in accordance with HR policy and organisational principles.
- Other duties and responsibilities as may be needed. _

**Competencies**:

- Proficient in oral communications in English and Mandarin
- Proficient in Microsoft office
- Have strong administrative skills, meticulous with eye for details
- Familiar with existing employment law and regulations
- Demonstrates good interpersonal & analytical skills
- Able to work well independently and with teams
- Able to organise and multi-task
- Accountable with a spirit of excellence

**Qualifications**:

- Minimum Diploma in business administration or human resource
- Minimum 5 years of relevant working experience, of which at least 2 years in the social service sector

**Reporting to**:
Executive Director

**Work arrangements**:
Hybrid with 3 days in office.

**About the Organisation**:
Lutheran Community Care Services Ltd (LCCS) was established in 2002 to serve families, children and youth through developmental, preventive and intervention work. As an Institution of a Public Character (IPC), we exist to serve the community-at-large regardless of race, language or religion. LCCS actively engages individuals, families, and communities to break the hurt cycle and build a thriving society where everyone feels valued, empowered and belonged to build their mental, emotional and social resilience.

LCCS has a subsidiary - SteppingStones Pte Ltd, a social enterprise that was registered in 2019. SteppingStones is an adoption agency committed to provide good support to potential parents who are keen to adopt a child to create a forever family.