1.0 Job Purpose
Provide administrative and operational support for Yong-en Care Centre (YCC), supporting the day-to-day operations in the Cognitive Intervention Programme and Gym Tonic @ Jia You. Coordinate with management, program teams, external clients, vendors, and regulatory agencies, ensuring confidentiality, accurate record-keeping, and compliance with YCC policies and regulations.
2.0 Key Responsibilities
2.1 General Administration
- Manage incoming communications and correspondences (e.g., calls, emails).
- Handle public inquiries related to programmes and activities.
- Manage departmental claims and submissions, including petty cash.
- Maintain systematic record-keeping, filing, and manage operational inventories and supplies.
- To keep inventory of printed materials such as brochures and reports.
- Manage procurement and stock of stationery, medical supplies, and other consumables.
2.2 Operational and Administrative Support for Client Management
- Coordinate client schedules, appointments, and transport (e.g. taxi, e-voucher).
- Record attendance for clients and volunteers.
- Support new client admissions, including contracts, means-testing, and service changes.
- Handle invoicing and fee collection for services and membership packages.
- Assist with Gym Tonic, SOAR, Bixeps, and YEAH! registration, scheduling, and attendance tracking.
- Maintain accurate client records and filing systems (physical and electronic).
- Support communication with clients and families on scheduling matters.
- Assist with AIC data submissions, programme claims, audits, and compliance documentation.
- Perform general office administration (reception, mail, supplies, online orders).
- Coordinate logistics for meetings (room booking, setup, note-taking).
- Support month-end reporting and statistics as needed.
3.0 Requirements for the position
- Diploma / Advanced Diploma / Degree
- Minimum 2 years of relevant experience (preferably with basic accounting background)
- Proficient in office management system and procedures
- Excellent knowledge of MS office
- Good planning and time management skills
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Proficient in English and able to communicate in dialects with non-English/Mandarin speaking clients
- Discretion and confidentiality
- Strong team player, resourceful and systematic
4.0 Other Requirements (applicable to all staff):
- Uphold strict confidentiality regarding information obtained during duty.
- Participate in YCC’s activities such as fundraising events, AGM meetings, staff retreat, etc. whenever required.
- Continuously improve skills and performance, staying up-to-date in your area of work.
- Support other YCC departments when needed.
5.0 Scope of Job Description
This job description reflects the requirements and responsibilities of the post. It is not an exhaustive list of the duties but gives a general indication of work undertaken which may vary in detail in the light of changing demands and priorities. Substantial changes may be carried out in consultation with the post holder.
Only shortlisted candidates will be notified.