Admin Assistant (West Region)

We are looking for a Centre Administrator for West Region to join the team. As a Centre Administrator, who is supervised by the Centre Manager, you are responsible for providing prompt, excellent and professional administrative, clerical and customer relations in order to ensure effective and efficient centre-based operations and services of St Luke’s Eldercare Ltd, to both internal and external clients.

ResponsibilitiesGreet clients, clients’ significant others, visitors (prior appointment and walk-in)Answer phones & transfer callsRespond to inquiries – from AIC, hospitals and potential future clientsExit button (for caregivers, volunteers, visitors & workers) for both coming in and going outOperation of remote microphone, intercom, scan / fax machine, roller shuttleTo provide and maintain administrative support to ensure accurate and up-to-date daily attendance for the following:

Clients of Maintenance Day Care (MDC) and Dementia Day Care (DDC) Staff of both Day Care and Rehab Daily and ad-hoc volunteers (individuals & groups) Rehab variance management – sessions paid for but not used to bring forwardTo provide and disseminate information for Care staff, Nursing & Drivers for the following purposes: Care staff / Nurses: further actions required (for example:

discontinue service, Transfer of services, medication needs, hospitalisation, fall, illness, no attendance, death) Drivers (pick up / drop off schedule change, new admissions & discharged clients, route planning)Issuance of payment advice or chaser by around 2nd to 3rd week of the month – through clients themselves, or SMS, or printed copies, or email or caregivers, whichever means preferred.

Maintain and update billing contents and details – if subsidy % change, service change, or fee structure changeKeep track of number of Rehab session for billing purposesCollection of payment (cheques, cash, Nets, internet transfer) across the monthPreparation of additional documents required for CPF claimants and filing of recordsClient Welfare Fund (CWF) monitoring and billing requirementsOperation of NETS machineTrack payments by Internet Transfer with Finance Division at HQGeneration of receipts (one each for customer, HQ & centre) and filingUpdate receipt numbers at Index (individual file) and Attendance fileResolve billing & attendance discrepanciesMaintenance and submission of monthly Client’s Payment Schedule for Finance DivisionMaintenance and update of SCC Income Records – breakdown by modes of payment for submission to Finance DivisionMaintenance and update of cash and cheques received for OCBC banking recordsRecord and keep track of advance and outstanding paymentsPreparation of OCBC bank-in slips and run banking errandsDocumentation for refund of deposit ($200) after client is dischargedRefund partial payment (case-to-case basis) as approved by Centre ManagerGenerate monthly & quarterly ILTC Portal Management reportseSMF new application and quarterly submissionNMTS renewal/new application/monthly checkingWeekend respite reporting (if applicable)Raise Petty Cash vouchers and submit petty cash claimsAssist with translation between English & Chinese (if applicable)Raising of Purchase Requisition, Goods Received and InvoicingJob RequirementsGood organisation skills to handle different tasks and direct information to requesting parties in an efficient and timely manner.

Able to create processes and procedures when performing your job. Have the mindset and technical skills to be effective in administrative work. Proficiency in documentation techniques or customer service skillsProven experience as an office administrator, office assistant or relevant roleOutstanding communication and interpersonal abilitiesExcellent organizational and administrative skillsFamiliarity with office management procedures and basic accounting principlesGeneral knowledge on centre operationsExcellent knowledge of MS OfficeDiploma in office administration or relevant field is preferred