The Senior/Associate, Admin provides support to the overall administrative co-ordination of the residents and the staff as well as ensure an effective telecommunication and security system in the Home.

Work Location : Elizabeth Drive

Front Office

·       Monitor CCTV to control visitors’ traffic flow (Control opening and closing of gates).

·       Look out for residents that are at level 1 without nurse supervision.

·       Control lift access. (For UMC-TP, control lift access via computer).

·       Handle calls, enquiries, transfer of calls, taking down of messages

·       Attend to visitors and accompanypersons around who are interested in nursing home care & attend general enquiry.

·       Reply to email enquiries.

·       Contact Nursing Team to bring residents.

·       Clean front desk window and office door.

·       Tidying and sanitizing phone and tables.

·       Organize files and documents.

·       Organize Key Press.

Administration Support

·       Carry out photo copying, filing, mailing. 

·       Other miscellaneous such as printing letters, notices etc.

·       Collect and distribute incoming mails.

·       Put stamps on envelopes for outgoing mails, record letters that are sent out.

·       Monitor and put up order request of IMR form – pink and white.

·       Place order for stationery (A4 Paper, toner cartridge etc), check orders and issue stationery according to orders.

·       Assist to order kitchen items (biscuits, milo).

·       Assist to place order for housekeeping and maintenance supplies.

·       Maintain an updated vendors and suppliers contact details in file.

·       Update and send Centre’s contact listing to ED office on a monthly basis.

·       File documents in respective folders and file in according to exceeding filing system.

·       Collect old roster from every level to file in corresponding folder (only reception staff working on Sunday).

·       Arrange for servicing of lifts, photocopier, air con etc.

·       Assist in collating transport requests for residents TCU visits and send to Centralized Transport Coordinator.

·       Receive and distribute residents’ medical test reports to respective levels in accordance to the residents’ location.

Social Service Support

·       Call or email MSW or AIC regarding new case for information.

·       Prepare information for financial counselling.

·       Call family to schedule time to come down for financial counselling and viewing.

·       Check means test expiration date.

·       Liaise with Social Work Assistant on questions on MFEC or medifund from family or AIC.

·       Update the whiteboard on referral status, bed availability.

Admission and Discharge of Residents

·       Doing admission. (Explain the agreement form and necessary documents needed to sign)

·       Inform Maintenance Supervisor on ordering of wheelchair after rehab assessment.

·       Collect payment and issue receipts for residents who have not paid,

·       Create a resident profile in Infocare System and print resident sticker label and inform the respective levels on new admissions.

·       Assist with taking photo for the new resident, create profile to be placed on the headboard in the ward.

·       Open file (IMR, Case Sheet) for nursing department.

·       Open new personal file for resident.

·       Filter duplicates and compile all documents into one stack for archive.

·       Admit, update and discharge residents’ records in Infocare system, ILTC portal and IRMS portals.

·       Submit e-bed status to CARES & e-bed status to IRMS (ILTC).  Update IRMS on hospitalizations of residents.

·       Collection and return of residents’ personal properties like NRIC, bankbook etc. upon admission/discharge.

Transport Service

·       Manage transport requests such as resident transfers for appointments, collection of prescription and general dispatch work.

·       Coordinate with internal and external parties in planning transport request services as well as transport route in general dispatch work.

·       Oversee the deployment of drivers in an efficient and effective manner.

·       Ensure drivers’ travel records and scheduled washing records are met and in order.

·       Maintain a database of drivers’ licenses, traffic police notices, and defensive driving courses.

·      Monitor record and report unsatisfactory behavior to Operations Executive for disciplinary action.

·      Keep track and monitor vehicles maintenance and inspection schedule and ensure that vehicles are send in for maintenance and inspection according to schedule.

Others

·       Undertake any other responsibilities as directed by the Supervisor/Management of the Company.