Job Summary:
Provide administrative, financial and operational support to the TOUCH Professional Deputies and Donees (PDD) Secretariat and team. Ensure efficient case administration, documentation, billing, payment reconciliation, budget monitoring and workflow management, while supporting the Head of Department (HOD) in reporting, operational monitoring and process improvement.
Principal Responsibilities and Duties:
PDD Secretariat & Administration
- Manage day-to-day administrative operations, case records, documentation and correspondence.
- Track case progress, monitor outstanding documents and coordinate follow-ups to ensure timely completion.
- Maintain accurate records, databases, trackers and reports while safeguarding confidential information.
- Coordinate appointments, meetings and PDD-related activities.
Workflow & Process Improvement
- Review and improve administrative workflows, templates, trackers and standard operating procedures.
- Identify process gaps and implement improvements, including the use of digital tools and automation.
- Support documentation checks, audits and compliance with organisational policies and procedures.
Financial & Budget Support
- Support billing, invoicing, payment collection and reconciliation against financial records and bank statements.
- Monitor outstanding payments, investigate discrepancies and liaise with relevant parties for resolution.
- Assist with annual budget preparation, expenditure monitoring and financial reporting.
Operational Support & Reporting
- Support the HOD in preparing management reports, presentations and operational updates.
- Monitor deadlines, outstanding matters and follow-up actions.
- Coordinate with internal departments and team members on operational matters.
- Support departmental projects, service reviews and other PDD-related programmes and activities.
Essential Skills and Qualifications:
- Relevant experience in administrative, operational or financial support.
- Strong organisational, analytical and problem-solving skills, with attention to detail and accuracy.
- Basic accounting knowledge, including billing, payment tracking, reconciliation and budget monitoring.
- Proficient in Microsoft Office, particularly Excel, and familiar with digital workflow and document management tools.
- Able to use technology and generative AI appropriately to improve work efficiency.
- Good communication and interpersonal skills, with the ability to manage multiple tasks and deadlines.
- Able to maintain accurate records and handle confidential information professionally.
- Experience in social services, legal or financial administration is an advantage.
- Familiarity with professional deputyship, doneeship and simplified deputyship applications is an advantage.