Executive 1 Programme - Admin and Therapy Support

Key Responsibilities

Administration

Reporting, Secretarial & Agency Coordination Support

Provide reliable secretarial, reporting, and administrative support to Centre’s leadership while ensuring timely compliance with agency, finance, audit, and operational requirements:

• Timely submission of reports, invoices, Purchase Orders. ILTC submissions, claims, and agency requirements.
• Resolve discrepancies, audit queries, and pending operational matters within stipulated time frame where feasible.
• Coordinate independently with MOH, AIC, vendors, and relevant agencies on documentation, compliance, system matters, and operational follow-up.
• Translate operational, compliance, or agency requirements into simplified actions, guides, or instructions for Supervisors and Teams where necessary.
• Maintain proper filing, version control, and audit-ready documentation for operational and compliance purposes.
  

Systems & Volunteer Administration

Ensure effective coordination of staff administration, systems management, volunteer support, and operational processes to support smooth service delivery and compliance:

• Complete onboarding, offboarding, and access-related updates within stipulated time frame upon notification.
• Maintain accurate and timely updates of staff access, portal permissions, and authorisation records.
• Ensure proper administration and maintenance of systems including ILTC, ELDC, NEHR, SMF, VPRMS, and other operational platforms.
• Coordinate scheduled servicing, maintenance renewals, vendor support, and operational follow-up in a timely manner.
• Ensure monthly completion and maintenance of training records, manpower updates, course records, and operational documentation.
• Support Volunteer Management operations and maintain accurate volunteer records, documentation, and coordination processes.
• Follow up and resolve volunteer or VPRMS-related matters within agreed timelines for operational continuity.
• Support operational continuity through proactive coordination of administrative, systems, and vendor-related matters.

Communication, Teamwork & Support

Demonstrate professionalism, teamwork, and effective communication while providing responsive operational support and fostering positive stakeholder relationships.

• Respond to operational matters, requests, and emails within stipulated time frame where feasible.
• Maintain positive and collaborative working relationships with teams, Supervisors, vendors, agencies, and external stakeholders.
• Provide timely coordination, operational support, handovers, and follow-up actions across teams and departments.
• Prepare and maintain clear SOPs, guides, reference materials, and staff instructions where required.
• Minimise operational disruptions through proactive planning, issue resolution, and coordination.
• Enhance clarity, professionalism, and consistency in documentation, reporting, and stakeholder communications.
• Demonstrate initiative, accountability, adaptability, and a solutions-oriented approach in supporting operational and organisational needs.

Therapy Support

Optimal client care, quality performance and client engagement  

• Assist therapists in carrying out intervention programmes and assessment.
• Evaluate intervention and update therapists on outcomes of session.  
• Provide and maintain positive customer service and client engagement.  

Ensure operational efficiency and compliance through continuous improvement

• Monitor and record seniors' vital signs and progress notes and attendance.  
• Escalate to supervisor on seniors' irregular conditions, record in communication notes, submit incident report where required.
• Identify changes in seniors' well-being, behaviours, report to supervisor.
• Comply with clinical protocols and service standards in line with MOH service requirements.

Ensure safety, cleanliness and hygiene

• Upkeep cleanliness at all times and carry out cleaning in Rehab area, where necessary 
• Ensure safety of seniors and upkeep of all equipment and resources.   

Location: Toa Payoh

Thank you for your interest and application. We regret that only shortlisted applicants will be notified for interview. If you need assistance, contact our talent acquisition team at [email protected].