Administrative Executive / Assistant (DS-LS)

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.

RESPONSIBILITIES

The Early Intervention Programme for Infants & Children (EIPIC) division helps equip children with motor, communication, social, self-help and cognitive skills. THK Development Support and Learning Support Programme (THK DS-LS) is a community-based intervention programme for K1 and K2 children requiring low levels of EI support. We provide short-term support to children in their preschools in order to optimise their learning as well as increase their participation and integration in daily classroom activities and routines.

Reports to the Senior Social Worker, and/or DS-LS Programme Manager.

Job Description

1. Front-Line Administration & Case Administration (Enrolment, Discharge)

• Perform onsite administrative duties including answering calls, managing correspondence, filing documents, fee collection and banking.
• Support client enrolment, transfers, discharges and graduation processes.
• Follow up with parents, preschools, hospitals and other stakeholders on required documentation and submissions.
• Support staff onboarding, offboarding and programme administrative operations.
• Undertake any other duties assigned by the supervisor.

1. Case Filter Meeting (CFM) & Scheduling Matters

• Coordinate Case Filter Meetings (CFM), including scheduling, document preparation, meeting logistics, record taking and stakeholder communications
• Coordinate appointments and schedules for social workers, therapists and other professionals
• Liaise with parents, preschools, hospitals, ECDA and other stakeholders to obtain and verify required documentation

1. Means Testing, Billing & Financial Administration

• Support means-testing and subsidy administration processes by:
• Collating information and submitting means-test applications through designated systems.
• Verifying means-testing forms and supporting documents (e.g. NRIC, Birth Certificate).
• Updating programme trackers and master lists upon completion of processing.
• Support billing and fee-related administration by compiling, verifying and maintaining relevant documentation.
• Assist with programme fee collection and related financial administrative processes.

1. Records Management, Reporting & Audit Compliance

• Maintain accurate client records and databases, including document management, case tracking and system updates.
• Prepare and collate reports, statistics and operational documentation required by management and external stakeholders.
• Assist with audit preparation, compliance checks and quality assurance activities.
• Ensure proper filing and maintenance of records in accordance with organisational and regulatory requirements.

• Minimally GCE O levels, with extensive years of working experience
• 1 to 3 years of experience working in SSAs preferred
• Fresh diploma graduates are welcome to apply
• Proficient in MS Office Applications (Word, Excel, PowerPoint)
• Team player, meticulous and have good administrative skills
• Able to work independently
• Able to meet deadlines on a tight schedule
• Have some understanding of the diverse cultures and races