Team Assistant

Job Purpose

Working as part of the Singapore Workplace Experience Team to provide comprehensive administrative assistance to managers and team members within nominated teams and assist in delivering a safe, collaborative and productive workplace

.
The role will be responsible for a broad range of administrative tasks e.g. the handling and direction of queries, maintenance of records, acting as the first point of contact for the team, coordination of projects and activities as well as day to day office management duties ensuring the efficient and effective operation of the facilities, managing suppliers and stakeholders and ensuring the highest standards of service (internal and external customers

).
Key Responsibilities and Accountabilit

• ies
  Provide comprehensive administrative and operational assistance to teams using discretion to identify and resolve first line issues, referring to supervisor/manager for assistance as necess
• ary.Organise key team meetings including coordination and distribution of agendas, supporting documents, production and distribution of minutes, and follow-up on outstanding acti
• ons.Assess the range and volume of work to be undertaken for the day or days ahead and plan to ensure work is completed to time and to an appropriate stand
• ard.Make routine arrangements and bookings, according to clearly defined instructions, and provide diary management, travel bookings and expense claim assistance to team member to help ensure that they use their time effectiv
• ely.Maintain, efficiently operate and improve a range of office processes and administrative systems (including filing) to ensure the smooth running of the t
• eam.Prepare documents, presentations and other materials to a clear brief, using established formats and standard softw
• are.Follow set ordering procedures to ensure adequate low value supplies/resources are available to meet office/work unit requireme
• nts.Responsible for coordinating team IT requests, user administration, systems access and record keeping. Working with the lead asset manager to ensure those who are joining, moving or leaving the department are equipped appropriately with the right
• IT.Efficient and effective management of tasks relating to office facilities and serv
• icesComparing costs for required goods and services and finding suitable contrac
• torsKey point of contact for facilities related health and safety mat
• tersReception, maintenance, mail, and archiving services to the busi
• nessConduct on site induction training and properly welcome section for new joiners and arrange leaver exist logistic / hand
• overWork proactively to develop and improve the facilities on

site
Knowledge, Skills, Training & Exper

ience
Ess

• entialExperience of providing administration assistance in at least one organis
• ation.Organised with ability to prioritise own workload effectively, to coordinate activities and conflicting demands to ensure that tight deadlines ar
• e met.Effective communication skills with the ability to work well with range of people at all l
• evels.Ability to research, gather, analyse, collate and present information as req
• uired.Proficient computer skills with strong experience of office software packages (i.e. Word, Excel and PowerPo
• int.).Ability to use own initiative with minimal supervision and deal with routine queries as they arise, escalating to others as nece
• ssary.Strong attention to d

etail.
De

• sirableMedia sector expe
• rience.Relevant business administration qualifi

cation.
Jo

b ImpactDecisio

• n makingTypically directed by a combination of management, guidelines, processes and pr
• ecedent.Generally, work to short term deadlines. Arrange tasks within a daily

routine.
Role holder will perform a range of tasks as part of a specific service or service team and providing or contributing to the provision of support services to an agreed quality standard or specification. There will be minimum day to day supervision but clear guidance. The roles require an understanding of the allocated workload but also an ability to react to changing priorities. Initiative is needed to handle processes and casework and to resolve problems and queries based on experience and judgment. The roles require a good working knowledge of systems and processes and may involve responsibility for a specific area of work from start to finish. This means there will be responsibility for completing tasks within the agreed schedule and for resolving any problems or queries although the more complex issues will be referred t

o oth

• ers.
  ScopeFinancial. Role/team
• dependent.Empl