Rainbow Centre envisions a world where persons with disabilities are empowered, included and thriving in inclusive communities.

Our services aim to support persons with disabilities across their life stages, empowering them to achieve their highest level of independence and lead fulfilling lives. These services include early intervention, special education, therapy, social care, and community integration.

The Administration Operations team plays a key role in ensuring the smooth operations of these services, supporting service leaders in processing client information relating to financial, personnel, and general administration.

The Administration Operations Executive is responsible for ensuring the smooth and effective daily operations of RC’s services. The role provides reliable administrative, data, and operational support to service leaders and teams, enabling them to focus on high-quality service delivery to clients and families. This role supports a broad range of administrative and operational functions, including financial and staff administration, client records management, procurement support, data integrity, reporting, and customer service. The post-holder may be deployed to any RC service or centre and is expected to work with professionalism, discretion, and care.

This is a position of trust, and the post-holder will handle sensitive and confidential information. All information must be managed in accordance with RC policies, PDPA requirements, and ethical standards.

Critical Work Functions

1. Data Management & Administration: Maintain accurate, complete, and up-to-date data in RC’s systems, databases, and filing structures

2. Data Compliance: Support data integrity, confidentiality, and access control in accordance with PDPA and RC policies

3. Digital Systems Administration: Assist with administration of IT and digital systems used for service delivery, reporting, and operations

4. Reporting & Data Analytics Support: Prepare routine reports, summaries, and data extracts to support service monitoring and decision-making

5. Data Tracking & Dashboarding: Support basic data tracking, dashboards, and visualisations using approved tools (e.g. Excel, Google Sheets, internal systems 

6. Data Tracking & Dashboarding: Support basic data tracking, dashboards, and visualisations using approved tools (e.g. Excel, Google Sheets, internal systems)

Office, Service and Operations Administration

1. Financial Administration: Assist in the day-to-day financial operations, including collections, payments, and handling of grants, subsidies, and claims, while ensuring compliance with financial and funding regulations

2. Procurement & Contract Support: Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required

3. Student Administration: Assist in the coordination and administration of student matters such as admissions, withdrawals,  and record-keeping

4. Staff Matters Administration: Assist in the coordination and administration of personnel matters such as staff claims and other staff-related submissions

5. Campus Safety & Security Support: Support the implementation of security and safety procedures and measures on campus

6. Process Improvement Support: Support the review and streamlining of processes for efficient and effective running of the programme/service

7. Resource & Inventory Management: Support resource planning, procurement of materials and equipment, and inventory tracking

8. Assistant Scheme Administration: Provide administrative support for processing relevant Assistance Schemes, Transport Subsidies and grants 

9. Meeting & Secretariat Support: Undertake secretarial duties for programme meetings, including taking notes of meetings

10. Data & Records Management: Maintain accurate and up-to-date information on all programme submissions in relevant databases and filing systems

Data, Records & Systems Administration

1. Data Management & Administration: Maintain accurate, complete, and up-to-date data in RC’s systems, databases, and filing structures

2. Data Compliance: Support data integrity, confidentiality, and access control in accordance with PDPA and RC policies

3. Digital Systems Administration: Assist with administration of IT and digital systems used for service delivery, reporting, and operations

4. Reporting & Data Analytics Support: Prepare routine reports, summaries, and data extracts to support service monitoring and decision-making

5. Data Tracking & Dashboarding: Support basic data tracking, dashboards, and visualisations using approved tools (e.g. Excel, Google Sheets, internal systems)

Client-centric Service and Frontline Support

1. Customer Service: Deliver front desk service support, ensuring prompt and professional responses to queries with a client-focused attitude; Handle enquiries and issues with sensitivity, professionalism, and appropriate escalation when required.

2. Stakeholder Engagement: Maintain positive relationships with stakeholders, such as students, parents, teachers, vendors and the broader community

Programme and Event Coordination Support

1. Event Logistics & Coordination: Support the implementation of events, ensuring seamless logistics and coordination

2. Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, such as staff and parents

3. Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations

Reporting, Digitalisation and Communications

1. Technology-Enabled Administration: Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis

2. Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation

3. Digitalisation Support & Training: Provide technical support and training to team members on administrative digital tools and best practices

4. Data Analytics & Dashboarding: Utilise and maintain data analysis dashboards using tools like Microsoft Excel, Google Sheets, ChatGPT, Canva, Zapier, Google Analytics, Trello, Zoho and business intelligence software (e.g., Tableau, Power BI) to visualise key performance indicators (KPIs) derived from client data, financial data, and staff data

Qualifications and Experience

• A good diploma or tertiary qualification in Business Administration, Linguistics, Economics or other relevant field

• Experience in business administration, finance, procurement or customer service will be an advantage

• Experience with project management software (e.g., Asana, Trello, Jira) and CRM systems is a plus

*Candidates with more years of relevant experience in administration operations and proven experience in leading small teams can be offered the Senior Executive, Data & Administration Operations role.