(Senior) Associate - Admin

1. General Office Administration

• Manage correspondence, incoming calls, and front-office /reception duties, including handling enquiries from residents, families, and visitors with sensitivity appropriate to an eldercare setting.

• Maintain filing systems (physical and electronic) for administrative, HR, and resident-related documentation, in line with CMH's data protection and confidentiality standards.

• Support day-to-day office operations, including stationery, equipment, and facilities requests.

• Assist with manpower-related administration such as leave records, duty roster support, and onboarding logistics for new staff (many of whom are foreign staff requiring work-pass related paperwork support).

• Assist with banking scheduling for residents and bring residents for baking.

2. Procurement & Vendor Support

• Raise purchase requisitions, obtain quotations, and maintain procurement records in line with CMH/MWS procurement policy and approval thresholds.

• Track vendor contracts, renewal dates, and delivery schedules for supplies, equipment, and outsourced services (e.g. F&B, maintenance, transport).

• Liaise with vendors on invoicing, delivery discrepancies, and service issues, escalating unresolved matters to the Head of Centre.

3. Finance & Billing Support

• Prepare and issue monthly billing to residents/next-of-kin, including subsidy-related charges and other fees.

• Track and reconcile resident-related payouts and subsidy schemes(e.g. MOH subsidy schemes, ElderShield/CareShield Life, other applicable government or insurance schemes) in coordination with the finance function.

• Manage petty cash, expense claims, and basic bookkeeping support as delegated.

4. Resident & Regulatory Records Support

• Maintain resident administrative records (admission/discharge paperwork, next-of-kin details, consent forms) separate from clinical case notes.

• Support compilation of documentation for MSF related submissions and audits under the guidance of the Head of Centre — e.g. licensing renewals, incident reporting logs, and staff suitability assessment records.

• Assist with the administrative aspects of the transition from the Destitute Persons Act (DPA) to the Social Residential Homes Act (SRHA), such as document tracking and checklist maintenance.

5. Meeting Support

• Prepare meeting logistics, agendas, and materials for management and board-level meetings; take and circulate minutes.

• Assist in compiling and formatting board papers, reports, and presentation decks under guidance.

• Track follow-up action items arising from meetings and flag outstanding items to the Head of Centre.

Requirements

Education

• GCE 'O'-Level, NITEC, or equivalent; Higher NITEC or Diploma an advantage but not required

Experience

• Relevant administrative experience preferred, ideally in healthcare, eldercare, or the social service sector; entry-level candidates with the right attitude are welcome

IT skills

• Competent in MS Word, Excel, and Outlook; comfortable with basic MS PowerPoint and simple reporting/tracking spreadsheets

Language

• Able to communicate in English; additional local languages/dialects an advantage for resident and family liaison

Other

• Meticulous, organised, and comfortable working in a residential eldercare setting; reliable in handling confidential or regulatory-linked documentation

Key Competencies & Attributes

• Meticulous and organised, with strong attention to detail —administrative errors in an eldercare setting can have real consequences for residents and compliance.

• Comfortable working in a residential care environment with elderly residents, some of whom may present with behavioural or cognitive challenges.

• Discreet and trustworthy in handling confidential resident, staff, and financial information.

• Service-oriented, with the patience to support residents and families who may not be familiar with administrative processes.

• Able to work cooperatively with a multi-disciplinary, multi-national team, including foreign staff.

• Able to work with a good degree of independence, prioritise competing demands, and proactively flag issues rather than wait for instruction.

Working Conditions

• Based on-site at CMH; standard office hours with occasional support required for centre events, audits, or board meetings outside regular hours.

• Some physical mobility around the centre required (e.g. delivering documents between departments, assisting with resident-related administrative matters at bedside/ward level).