Executive, Administration Operations

Job Purpose

Rainbow Centre envisions a world where persons with disabilities are empowered, included and thriving in inclusive communities.

Our services aim to support persons with disabilities across their life stages, empowering them to achieve their highest level of independence and lead fulfilling lives. These services include education, learning, therapy, social care, and community integration efforts that foster inclusive opportunities delivered through early intervention centres, SPED schools and others programmes.

The Administration Operations team plays a key role in ensuring the smooth operations of these services, supporting service leaders in matters relating to financial, personnel, and general administration.

The Administration Operations Executive is responsible for coordinating and providing administrative support which may include secretariat support for meetings, liaison with vendors, inventory management, records management, over counter customer service and other operational responsibilities. The role may be assigned to any one of our services.

This is a position of trust and it is likely you will become aware of sensitive, confidential and private information that must not be disclosed to unauthorised personnel.

Key Tasks and Responsibilities

Office and Service Administration

• Financial Administration: Assist in the financial operations, including collection of finances, processing of payments and claims, and ensuring compliance with financial regulations and funding requirements
• Procurement & Contract Support: Assist in procurement processes and the management of vendor contracts, as required
• Student Administration: Support the coordination and documentation of student matters such as admissions, withdrawals, and record keeping
• Staff Matters Administration: Assist in the coordination and administration of personnel matters such as staff claims and other staff related submissions
• Campus Safety & Security Support: Support the implementation of campus safety and security procedures
• Process Improvement Support: Assist in reviewing and streamlining processes for efficient and effective running of the programme / service
• IT Systems Administration: Provide support in the administration of various IT systems
• Resource & Inventory Management: Support the planning and procurement of materials and equipment, and maintain accurate inventory records
• Assistant Scheme Administration: Provide administrative support for relevant Assistance Schemes, Transport Subsidies schemes etc
• Meeting & Secretariat Support: Undertake secretarial duties for programme meetings, including taking notes of meetings
• Data & Records Management: Maintain accurate and up-to-date information on all programme submissions in relevant databases and filing systems

Client-centric Service

• Frontline Customer Service: Provide over-the-counter support, ensuring prompt and professional responses to queries with a client-focused attitude
• Stakeholder Engagement: Maintain positive relationships with stakeholders, such as students, parents, teachers, vendors and the broader community

Programme Coordination

• Event Logistics & Coordination: Support the implementation of events by ensuring smooth logistics, timely preparation, and effective coordination
• Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, such as staff and parents
• Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations

Reporting and Communications

• Technology-Enabled Administration: Leverage technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis
• Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation in compliance with organisational and regulatory standards

Job Holder Requirements

• A good diploma or tertiary qualification in Business Administration or a relevant field
• Productivity Software: Working knowledge of Microsoft Office and Google Workspace suite of applications and IT systems
• Candidates will have to be comfortable to travel to Admiral Hill School. (Nearest MRT: Sembawang)