Admin Executive - Children's Home

Job Purpose

The Admin Executive is responsible for providing comprehensive administrative support while ensuring the smooth day-to-day operations of the Children's Home. This role also supports the welfare and well-being of the children by maintaining accurate records, coordinating with relevant stakeholders, assisting with programmes and activities, and fostering a safe, organised, and nurturing environment.

Key Responsibilities

1. Administration & Documentation

• Manage daily administrative operations and ensure efficient office management.
• Maintain accurate records of children, including personal, academic, medical, and welfare information, in compliance with ISO 9001 requirements.
• Prepare reports, correspondence, meeting minutes, and other administrative documents.
• Assist with admissions, registrations, documentation, and reporting required by relevant authorities.
• Manage office supplies, filing systems, and document control.

2. Child Welfare Support

• Assist in monitoring and maintaining children's welfare records and follow-up documentation.
• Coordinate appointments with schools, healthcare providers, counsellors, therapists, and government agencies.
• Support the planning and coordination of educational, recreational, and developmental programmes.
• Foster a caring, safe, and supportive environment for children through effective administrative coordination.

3. Hospitality & Facility Coordination

• Ensure the orphanage premises are clean, organised, safe, and welcoming.
• Coordinate visitor registrations and ensure visitor management procedures are followed.
• Assist in coordinating accommodation arrangements, housekeeping matters, and facility maintenance when required.

4. Coordination & Stakeholder Management

• Liaise with government agencies, NGOs, schools, healthcare providers, donors, volunteers, and other external stakeholders.
• Support the planning and execution of events, donor visits, volunteer programmes, and community engagement activities.
• Work closely with caregivers, educators, and management to ensure efficient operations.

5. Compliance & Continuous Improvement

• Ensure administrative processes comply with organisational policies, ISO 9001 standards, and relevant statutory requirements.
• Participate in process improvements, policy implementation, and quality management initiatives.

6. Ad Hoc Duties

• Perform any other duties or special projects assigned by Management from time to time.

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Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Office Management, Social Work, Psychology, Counselling, Human Resource Management, or a related field.
• Minimum 2 years of working experience in administration, NGO, welfare services, education, healthcare, or a related environment. Fresh graduates with strong potential are encouraged to apply.
• Strong administrative, organisational, and multitasking skills.
• Good interpersonal and communication skills with the ability to interact compassionately with children, caregivers, volunteers, and external stakeholders.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Good documentation and report-writing skills.
• Able to maintain confidentiality and handle sensitive information with professionalism.
• Knowledge of ISO 9001 documentation and quality management systems is an added advantage.
• Able to work independently as well as collaboratively within a team.
• Willing to work occasionally outside normal office hours for events, emergency situations, or operational needs.
• Possesses a caring, patient, responsible, and positive attitude with a genuine passion for supporting children's welfare.