Front Desk & Admin Executive

• Manage and facilitate communications with external stakeholders such as referral agencies, community partners, and the general public

• Provide timely and appropriate response to clients with mental health concerns, including in crisis situations via phone and email

• Preliminary assessment for service suitability and link up with service delivery for online enquirers and referrals.

• Facilitate internal service linkage in collaboration with team leads

• Provide administrative support for clients receiving services such as sending zoom links, preparing timesheets or process official documents for signature

• Support therapists with room bookings, facility bookings, client appointments, etc

• Ensure accurate documentation and update on the online Case Management System

• Data reporting including ED report data and grant maker reports

• System administration where required

• Coordinate rostering / scheduling including annual office closures, after-hours work schedule and staff cover

• Coordinate team meetings

• Coordinate use of office resources such as Zoom license

• Manage office inventory and purchases

• Service planning / process review and implementation as required

• Adhoc AFD Cover / Support

• Any ad-hoc tasks and projects in relation to Clarity’s programmes and services

Requirements and skills

• Experience as front desk representative or relevant position

• Familiarity with office machines (e.g. fax, printer, CCTV, etc.)

• Knowledge of office management and basic bookkeeping

• Proficient in English (oral and written)

• Excellent knowledge of MS Office (especially Excel and Word)

• Strong communication and people skills

• Good organizational and multi-tasking abilities

• Problem-solving skills and Customer service orientation

• Highly dependable and Work well as a team

• Work from office at least 3 days a week

• Able to perform evening or Saturday shift once a month.