Centre Associate

Job Description

The Centre Associate reports to the Centre Lead and is responsible for the day-to-day reception, administrative and operational duties of Family haven.

The role involves engaging seniors and building rapport, handling enquiries, coordinating programme arrangements, managing registration and attendance records, and maintaining seniors’ information.

Primarily based at the Centre, the Associate also conducts outreach independently in nearby HDB blocks, including door knocking and house visits, to introduce centre services and encourage seniors’ participation.

Role & Responsibilities

1. Centre Operations & Reception

• Carry out and coordinate day-to-day operations under the supervision of the Centre Lead.
• Ensure the Centre is safe, welcoming, clean, tidy and senior-friendly.
• Welcome and attend to seniors, visitors, volunteers and other stakeholders in a friendly and professional manner.
• Attend to telephone calls, messages and incoming and outgoing correspondence in a timely and courteous manner.
• Handle general enquiries, provide appropriate assistance and direct enquiries to the relevant staff where necessary.
• Monitor daily centre operations and highlight any operational issues to the Centre Lead for follow-up where necessary.
• Monitor visitors and assist with registration and sign-in procedures where required
• Monitor and maintain adequate supplies, equipment and other resources required for daily centre operations.
• Coordinate and assist with arrangements for centre activities, programmes and events.
• Ensure centre activities and programmes are carried out in accordance with organisational policies, procedures and safety requirements.
• Identify operational gaps or issues and suggest practical improvements where appropriate.

2. Administrative Support

• Perform data entry and maintain accurate and up-to-date records seniors’ profiles, engagement and outreach activities.
• Handle registration, enrolment and updating of seniors' information in relevant systems.
• Prepare, organise and maintain documents and records.
• Assist with printing, scanning, photocopying and filing.
• Assist with scheduling appointments, meetings and centre activities.
• Maintain and update attendance records for centre programmes and activities.
• Monitor and replenish office and programme supplies as required.

3. Senior Engagement, Outreach & Programme Support

• Proactively engage seniors through regular conversations and centre activities to build rapport and encourage participation.
• Get to know seniors’ basic profiles, interests, support needs through ongoing engagement, and highlight concerns to the Centre Lead where necessary.
• Independently conduct outreach in nearby HDB blocks, including door knocking and house visits, in accordance with outreach plans and arrangements agreed with the Centre Lead.
• Introduce centre services and programmes to seniors during outreach, encourage participation and follow up with interested seniors.
• Assist the Centre team with the preparation and set-up of programmes, activities and events.
• Handle registration and attendance taking for centre programmes and activities.
• Assist seniors and participants during programmes and activities when required.
• Support festive celebrations, outings, community activities and other centre events.
• Assist with basic preparation and clean-up before and after activities.

4. Health, Safety, Centre Upkeep & Emergency Support

• Help maintain a safe, clean, comfortable and senior-friendly environment for seniors, visitors, staff and volunteers.
• Follow the Centre's safety, hygiene and infection control procedures.
• Identify and promptly report any hazards, damages, defects, maintenance issues or safety incidents to the Centre Lead.
• Assist with simple centre upkeep tasks and ensure common areas and the reception area are appropriately maintained.
• Provide appropriate assistance to seniors during activities and centre operations, including basic mobility support such as pushing wheelchairs, where required.
• Support emergency response procedures, including assisting seniors during emergencies and evacuations, in accordance with organisational guidelines.
• Report any accidents, emergencies or incidents promptly to the Centre Lead and provide assistance as required.

5. Other Duties

• Handle confidential information appropriately and maintain confidentiality of seniors' and organisational information.
• Perform other administrative and operational duties as may be reasonably assigned by the Foundation.

Key Relationships:

• Reports to: Centre Lead
• Works closely with: CEF staff, Volunteers, Seniors and Residents, Community Partners and External Stakeholders

Qualifications and Experience:

• Minimum GCE N/O Level, ITE, Certificate or equivalent qualification.
• Previous experience in administration, reception, customer service or a similar role will be an advantage.
• Experience working in a senior care, community or social service setting will be an advantage.
• Proficient in basic Microsoft Office applications such as Word, Excel and Outlook.
• Able to use Microsoft Word, Excel, Outlook and relevant digital systems to enter and update seniors’ information, maintain attendance records and record outreach activities accurately.
• Basic knowledge of Canva and AI productivity tools will be an advantage.
• Able to communicate effectively in English.
• Ability to speak other languages, such as Mandarin, Malay or Tamil will be an advantage.
• Ability to speak in local dialects such as Hokkien, Cantonese or Teochew will be an advantage.

Personal Attributes:

• Outgoing and confident in initiating conversations with seniors, with strong listening, interpersonal and rapport-building skills.
• Self-driven, adaptable and resourceful.
• Takes initiative and thrives in a dynamic environment.
• Friendly, approachable and patient, especially when interacting with seniors.
• Positive and service-oriented with good interpersonal skills.
• Responsible, organised and attentive to details.
• Proactive and willing to assist with different aspects of Centre operations.
• Able to carry out centre duties and community outreach independently, while working closely with the Centre Lead and centre team.
• Physically able to assist seniors with basic mobility support where required, including pushing wheelchairs.

Work Schedule

• 5-day work week (Monday to Friday)
• However, attendance at organisation events on weekends may be required when necessary.
• Working hours: 8:30am – 5:30pm
• Office Location: Family haven
• Address: Blk 570 Ang Mo Kio Ave 3 #01-3317 Singapore 560570