Executive / Senior Executive I

COMPANY DESCRIPTION
Established since 1981, Care Corner Singapore has been a steadfast pillar of support for those in need and the less privileged within our community. Our journey spans over decades, dedicated to making a meaningful difference in the lives of others. At the heart of what we do is our core values of** i**ntegrity, **C**ompassion, **A**uthenticity, **R**espect and **E**xcellence as we continuously strive to develop new innovative programmes to support the needs of our community.

At Care Corner, we offer a positive and collaborative work environment that promotes staff wellbeing and believes in the development and growth of our people. We recognise that our employees are our greatest asset.

DESIGNATION : Executive / Senior Executive I (Admin)

RESPONSIBILITIES
**Executive / Senior Executive I (Admin)**

**Job Purpose**

Manage the administrative needs of a Service Point, such as service/programme administration, documentation and data administration, and facilities administration as well as specialise in administering one or more of the corporate needs of the FSS Service Group, i.e. Finance, Governance, IT or HR.

Line reporting to the Manager FSS Service Point locally and staff reporting to the Head of FSS Service group who oversees the administrative functions and facilities management of FSS.

**Main Responsibilities**

**Front Desk Administration & Secretariat Support**
- Attend to public walk -ins. This may include administering visitor logbook and badges, notifying relevant colleagues or re -directing public to appropriate resources, when needed.
- Attend to enquiries and feedback and where necessary, consult manager/supervisor on appropriate response or follow -up, when needed.
- Handle courier/express mail services upon request, mailing of letters, checking of mailbox and dissemination of mail to relevant parties, when needed.
- Provide secretariat support to Service Point manager such as preparation of staff meetings, minutes-taking, collation of workplans and calendar of events.

**Facility and Operations Administration**
- Manage the performance of vendors / contractors, including resolving issues and problems.
- Enhance administrative services of the Service Point through reviewing and/or developing standard processes and workflows.
- Plan and conduct workplace safety exercises (e.g. fire drills) in accordance with safety guidelines and regulations

**Programme & Data Administration**
- Upkeep of client and staff records and any other data for reporting to relevant parties, as well as surfacing gaps, outliers and lapses (if any) with the manager.
- Ensure compliance with personal data protection policies and measures in daily operations. Report any data breach to the manager.
- Prepare reports on outcomes and/or statistics to funders where necessary. Co-ordinate with stakeholders for fund request/top up, ensure tracking of funding and processing requirements ahead.

**Procurement & Financial Administration**
- Manage the procurement, maintenance and replenishment of office stationery and supplies (including food rations for clients).
- Track expenditure, monitor Service Point budget and cash flow.
- Support Service Point Manager in Budget preparation.
- Generate monthly reports (petty cash, summary for income and payment) and for FY closing for approval and submission to relevant parties, meeting stipulated deadlines set by Finance.
- Monitor sponsorships and donations, including liaising with external partners where needed and maintain proper records for audits.

**HR Administration**
- Provide support in recruitment activities, when needed.
- Provide support in the on-boarding and off-boarding activities of staff and interns, when needed.
- Ensure proper documentation for submissions to relevant parties and document retention on matters of code of conduct, government-paid leave forms, claims, etc. On leave matters, to conduct leave verification exercises, track and verify staff leave balances and work with manager/supervisor on appropriate leave clearance.
- Provide support for Staff Welfare (e.g. purchase of gift/hamper/wreath), and Workplace Health Programme.
- Manage staff sabbatical proceedings in documentation and commitment of training bond and awardee deed. Liaise with NCSS on staff obligations fulfilment and reimbursement outcome of course fees.

**People Supervision & Development**
- Provide on the job training and coaching to staff

QUALIFICATIONS
Diploma holder with relevant experience coverage

OTHER INFORMATION