Assistant Manager, HR & Admin Department

Your tasks

1. Job Functions

HR Operational Management

• Assist to manage and support recruitment end-to-end, including interviewing, onboarding, offboarding, confirmations, appraisals and training coordination
• Assist to manage, review and implement HR policies/SOPs in line with the regulatory requirements
• Administer payroll inputs, leave, claims and benefits with via the existing HRMS
• Serve as first-level HR contact for staff and supervisors, escalating complex issues as needed
• Keep employee records, HRMS data and HR documentation accurate, timely and confidential
• Assist in handling disciplinary inquiries and related employee relations matters
• Guide team members on day-to-day employee relations and, compensation and benefits matters
• Assist to manage and oversee all public enquiries
• Deputised for the Head of Department in their absence

Compliance & Reporting

• Manage and support compliance with MOM and other statutory/sectoral requirements
• Prepare and support HR/admin reports for management, audits and accreditation
• Manage statutory surveys (MOM, MSF, NCSS, etc.)
• Maintain audit-ready records and governance documentation
• Administration & Office Operations
• Manage and support vendor liaison, procurement, and contract documentation and administration
• Ensure proper documentation, record keeping and data protection practices in accordance with PDPA and organisational policies.
• Supervise administrative staff and ensure smooth office operations
• Oversee general administration of office and sundry supplies, staff uniforms, etc for all centres
• Provide administrative and logistical support for meetings and events
• Maintain accurate, timely, and confidential records in the existing HRMS and organisation systems
• Conduct briefings and relevant trainings for the department and organisation

Learning & Staff Development

• Manage and support competency development and sector-specific training compliance
• Coordinate training schedules, registrations and records
• Track training utilisation, funding submissions and reporting
• Identify, source or tap on suitable training grants, subsidies or fundings schemes

Staff Medical and Benefits

• Administer all related matters for the group medical insurance programme which may include, but not limited to inpatient and outpatient coverages, and any other staff benefits.
• Process staff enrolment, changes and terminations in accordance with policy terms, including new hires, dependants, promotions and resignations.
• Serve as the main point of contact for staff on coverage queries, claims procedures, pre-authorisation, panel clinics and exclusions.
• Support staff with complex or disputed claims by liaising with insurers, brokers and third-party administrators.
• Support the annual benefits review, including benchmarking against market practice and social-sector peers.

Organisation Insurance Management

• Manage the organisation's insurance portfolio, which may include, but not limited to, WICA, Public and Fire liability, Association liability, Fidelity and Money guarantee and Event insurance.
• Track policy periods, renewal dates, sums insured and premium budgets, and ensure no lapse in coverage.
• Work with Finance, Operations and programme teams to identify insurable risks arising from new programmes, social enterprise activities, premises, events and partnerships, and update coverage accordingly.
• Coordinate renewal submissions, including consolidating accurate data and claims history.
• Manage incident and claims reporting for organisational policies, working with the insurer, broker and the relevant internal departments to ensure timely notification and settlement.
• Review contracts, agreements and grant requirements for insurance clauses and advise the relevant teams.

Requirements

2. Candidate Requirements

• Diploma/Degree in HR, Business Administration or related field
• 3–5 years of relevant HR & Admin experience, preferably with supervisory exposure
• Knowledge of Singapore Employment Act, MOM regulations and PDPA
• Proficient in HRMS systems and MS Office
• Organised, detail-oriented, and able to handle confidential information with discretion
• Good interpersonal and communication skills and able to work across all levels

Other

3. Working Hours 5 days work

4. Work Location 1 Joo Chiat Complex