Administrative Manager @ Fernvale Gardens School - #1089399

The role of Admin Manager (AM) is to be responsible for the strategic management of funds and resources to achieve school's objectives as well as day-to-day operations, financial administration, general office administration and inventories/supplies.

As part of the management team, the AM will also contribute towards organizational decision-making and participate in general executive and non-executive functions that the team undertakes. The role will also include the reviewing and enhancement of the school's administration system by harnessing technology to improve productivity and efficiency.

The AM is also required to supervise and manage a team of executive and clerical officers.

The School aims to support students with intellectual disability including those with Autism Spectrum Disorder (ASD) from ages 7 through 18. Our staff are key in supporting our student towards becoming independent adults and community contributors.

• Prepare and manage the school's budgeting process and financial operations, for example, budget exercises, tracking of expenditure, assets and inventory tracking etc in accordance to Organisation's guidelines.


• Manage the administration of overall procurement processes in the school to ensure compliance with Organisation's guidelines.


• Exercise efficient financial control to ensure all expenditure and collection of payments/funds are duly processed


• Supervise Petty Cash and Debit Card accounting


• Oversee all accounts payable and receivable within school structure


• Oversee all business invoicing processes


• Manage all cash funds, eg collection of monies


• Work closely with Organisation's Finance Department


• Manage Netsuite matters, eg for billing


• Manage processes for procurement of items and services, via TenderBoard


• Manage post-programme/service review of vendors


• Oversee admin team to ensure sound and efficient processes, in accordance to licensing requirements and high standards of corporate governance.


• Manage general office workflow.


• Assist to drive implementation and use of IT infrastructure to increase productivity including integrating Information and Communications Technology (ICT) into administrative processes, and leveraging ICT to improve efficiency in work processes.


• Ensure data and files are properly maintained/updated and safely accessible for staff on shared platforms


• Ensure data and information required for submissions to MOE, MSF/SG Enable, NCSS and MINDS HQ are on time.


• Perform the role of Fixed Assets Manager


• Conduct asset-checking exercise and monitor department asset management


• Manage condemnation of stores and equipment


• Oversee and ensure adequate admin supplies (eg stationery, office materials) for the school.


• Ensure proper inventory management procedures.


• Oversee the management of student enrolment, including maintaining of updated student lists and reporting of student movements.


• Oversee the management of student information, including particulars, commuter status and medical records.


• Oversee the administration of student assistance schemes, eg SPED Financial Assistance Scheme, Discretionary Financial Assistance, Enabling Transport Subsidy, Straits Times School Pocket Money Fund.


• Manage ‘textbook list' and uniform matters


• Oversee the management of student admin processes, eg health/dental checks, NRIC registration, ez-link/travel cards, DDR cards


• Provide admin support for canteen


• Supervise and manage Admin Executive and Clerical Officers, or any other admin staff as assigned.


• Provide performance guidance, coaching, support and mentorship for Admin Executive and Clerical Officers, and any other supervisees as assigned.


• Prepare and review reports.


• Work collaboratively with other segments of staff to achieve administrative efficiency in the school, including the conduct of staff briefings, induction and guiding staff on admin processes.


• Manage staff data and information


• Manage the administrative aspects of staff incidents and insurance claims.


• Oversee the administration of engagement of Relief Teachers, instructors.


• Conduct induction for new staff and relevant staff briefings on finance and admin matters.


• Any other duties assigned by Reporting Officer.

Qualifications

• Degree in any relevant discipline


• At least 3 years of relevant management/finance/procurement/operational/leadership experience will be an advantage


• Strong interpersonal, organisation and communication skills, as well as the ability to lead and work well in teams.


• Good organisational and people management skills


• Exposure in community care sector is an added advantage