Executive (Admin) - Community Mental Health

Overview

Under the direction of the Assistant Director/Service Head, the Executive (Admin) serves as an essential member of the Community Mental Health Department within the Mental Health & Counselling Services Group. This role primarily supports various administrative functions including program and service administration, data and facilities oversight, plus aiding corporate services operations.

Key Responsibilities

• Assist the Service Head and Managers with administrative duties to ensure streamlined Service Point operations.
• Maintain cleanliness and upkeep of facilities by coordinating with vendors, managing first aid and firefighting equipment supplies, and ensuring reception and meeting spaces are ready and tidy daily.
• Support workplace safety procedures such as fire drills, adhering to prescribed safety standards.
• Keep all operational documents and schedules current, conduct asset tagging, maintain fixed asset records with HQ-Finance, and contribute to projects like office or center renovations.
• Collaborate with Programme Supervisors on program backend administration and execution, including coordinating outreach events and preparing client and caregiver materials.
• Perform routine data entry, assist in data collation for reporting, and manage databases and document repositories via shared IT platforms.
• Ensure compliance with personal data protection policies (PDPA) in everyday operations.
• Support volunteer management in cooperation with the Volunteer & Community Engagement team to guarantee timely task completion.
• Handle procurement and replenishment of consumables, stationery, and necessary supplies for the office or center.
• Process financial transactions including accounts payable/receivable, purchase/payment requisitions, track program expenses, and assist month-end reconciliation efforts.
• Administer sponsorship and donation processes by working with external partners and ensuring accurate audit-ready records; facilitate in-kind donation collection and distribution in partnership with HQ and Service Heads.
• Manage front desk activities such as responding to calls, emails, and walk-in queries, organizing incoming/outgoing documents, coordinating room bookings, preparing refreshments, and setting up IT equipment.
• Negotiate word processing and document management tasks including drafting schedules, reports, minutes, letters, and maintaining brochures, proposals, and client files.
• Provide HR and IT administrative support including onboarding/offboarding staff and interns, collaborating with HQ-IT on equipment and account setup, supporting internship recruitment and tracking staff training in partnership with HQ-HR.
• Coordinate organizing Service Point, Group, and Organizational events, circulate collaterals, and deliver basic IT assistance plus manage Salesforce troubleshooting for the team.

Candidate Requirements

• Possess a Diploma in any discipline.
• Bring preferably 2 to 3 years' experience in administrative roles.
• Demonstrate eagerness to learn and adapt to new challenges.
• Exhibit strong teamwork capabilities with solid interpersonal skills.
• Capable of working autonomously with minimal supervision.
• Proficient in IT with hands-on experience using Microsoft Word, Excel, and PowerPoint.

Location

This position is based in Toa Payoh, Singapore and requires on-site presence.

Additional Information

Only shortlisted candidates will be contacted for interview. For assistance, applicants may reach out to the talent acquisition team.