Administrative Executive, Human Resource - #1104951

As an Administrative Executive of HR, you will play an instrumental role in ensuring the efficient and effective running of the administrative duties of APMOPS and HCIC.

Job Responsibilities

General Administration

• Ensure integrity, accuracy and confidentiality of student data across various student database systems, ensuring all information is up-to-date and compliant with school policies and procedures.

• Coordinate and manage two competitions, Asia Pacific Mathematical Olympiad for Primary Schools (APMOPS) and Hwa Chong Info-Communications Challenge (HCIC) for the following:
  - Manage registration process of the competitions
  - Manage payment collection for the competitions
  - Respond promptly and efficiently to internal and external stakeholders such as school staff, students, teachers from other schools, parents and vendors, providing accurate and helpful information
  - Support competition-related purchases, including preparation of purchase request and evaluation of bids, e.g. purchase of Competition Portal System
  - Support various administrative tasks, such as logistic arrangements and notes-taking for meeting
  - Coordinate and support post-competition administrative tasks, such as e-certificates distribution, testing of competition portal, updating websites for the competitions, etc
  - Support the review and streamlining of process for efficient and effective running of the competitions
  - Any other duties as may be assigned

Training Administrative

• Ensure seamless execution of staff training initiatives and compliance with training policies, enabling timely access to learning opportunities, accurate budget tracking and improved staff readiness through well-coordinated onboarding and internal training efforts:
  - Assist in the registration of staff for approved training program in line with internal guidelines and funding provisions.
  - Track and monitor training applications, course approvals and completion status.
  - Collate and maintain records of staff training attendance and course completion certificates for audit and reporting purposes.

Budget and Financial Tracking

• Monitor professional development budget utilization, track individual and department training allocations and flag potential overspending.

• Work closely with the School Staff Developer (SSD) in budget and planning and future allocation.

• Process training-related invoices and liaise with vendors to ensure timely payments.

Digital Learning Systems

• Manage staff access to OPAL2.0, including registration, account activation and timely deactivation upon exit or role changes.

• Provide first-line support to staff experiencing issues with their OPAL2.0 accounts or course enrolment.

Reporting and Compliance

• Generate reports on staff training participation, course effectiveness and budget consumption when required for internal review or external reporting.

Staff Induction and Internal Training

• Coordinate with HR and organize staff induction workshops for new hires, ensuring alignment with institutional values and operational knowledge.

• Assist in coordinating internal training courses, including logistics, registration and post training evaluations.

Requirements

• Minimum Diploma with at least 2 years of administrative experience.

• Though not mandatory, prior working experience in a school environment will be an added advantage.

• Show initiatives and posses good interpersonal and communication skills.

• Proficiency in Microsoft Office.

• Remuneration package will be commensurate with qualifications and experience.