Administrative Assistant - Therapy Services

The Administrative Assistant at Children Therapy Centre (CTC) plays an essential role to support the therapists (PTs, OTs, SLTs,), provide administrative and customer service to the clients.

The Administrative Assistant works collaboratively in a team that consists of Allied Health Professionals (AHPs), administrative, accounts and other staff from Therapy Services. S/he also performs various administrative tasks and participates in projects specific to the work setting.

Duties and Responsibilities

The Administrative Assistant is expected to be able to:

• Manage enquiries on CTC services via calls, texts and emails
• Direct enquiries to the relevant personnel
• Provide information regarding the CTC services to incoming inquiries
• Provide high quality customer service to internal and external clients
• Greet persons entering organization
• Conduct hygiene and screening checks based on infection control and Safe Management guidelines
• Provide general administrative and clerical support
• Collect, record payment from clients and sure proper book-keeping of receipts, payment vouchers
• Coordinate with clients' parents/caregivers/partners to organise appointments
• Maintain attendance of clients either manually or electronically
• Tidy and maintain the reception area, therapy spaces, gyms and conference rooms
• Attend centre meetings
• Monitor cleaning and stationery inventories
• Assist to acquire quotations and raise purchase requisitions
• Undertake any other tasks assigned by the Centre Manager

• Participate in continuous professional development training workshops e.g., Microsoft Office, customer service, service recovery, communication skills
• Adhere to workplace health and safety standards
• Monitor individual key performance indicators

• Minimum ‘O' levels
• Good verbal and written communication skills
• Good organisational and time management skills
• Excellent interpersonal skills, customer orientated attitude with a professional presentation
• Basic competency in information management systems using Microsoft Office and customer relationship management software
• Pleasant telephone, message and email etiquette
• Preferably with client-facing experience