Job Description

At NUS, we believe that health and wellbeing are key to helping our people thrive and contribute meaningfully to the community.

We are looking for a Temporary Administrative Executive to serve as the operational backbone of HWB's front desk and administrative services, while also supporting the delivery of staff wellbeing and engagement initiatives. You will be the first point of contact for staff seeking wellbeing support, ensuring a welcoming, efficient, and seamless experience across our services..

As the Temporary Administrative Executive, you are expected to:

• Front Desk & Reception Services
  o    Serve as the primary point of contact at the HWB front desk, welcoming staff and managing walk-in enquiries with professionalism and empathy.
  o    Manage appointment scheduling, calendar coordination, and follow-up reminders for wellbeing check-ins and consultations.
  o    Maintain a welcoming, psychologically safe, and organised front-of-house environment.
• Communications & Inbox Management:
  o  Manage key HWB email inboxes, including:
      - General HWB enquiries: Respond to or escalate departmental queries appropriately.
      - Wellbeing services inbox: Serve as the first point of contact for staff enquiries and consultation requests, ensuring timely and empathetic responses.
  o    Draft and send clear email communications, appointment confirmations, service reminders, and electronic direct mailers (EDMs).
  o    Maintain confidentiality and sensitivity in all staff-facing communications.

• Administrative & Operational Support:
  o    Provide day-to-day administrative support to the HWB team, including record maintenance, filing, and document preparation.
  o    Track and monitor client and service utilisation statistics; maintain accurate and up-to-date databases and registers.
  o    Manage procurement of office supplies, pantry restocking, and stationery (quarterly) using SAP Ariba.
  o    Process purchase orders and coordinate with vendors for team operational needs.
  o    Support backend system tasks such as data entry, system updates, and simple process digitalisation.
  o    Assist with ad-hoc administrative tasks as directed by the Clinic Manager or HWB team leads.

• Wellbeing Events & Engagement Support
  o    Provide end-to-end logistical support for staff wellbeing workshops, engagement events, and team initiatives.
  o    Coordinate schedules, book rooms and AV equipment, arrange catering, and prepare event materials (printing, packing kits, name tags).
  o    Support on-site execution of events, including setup, participant registration, and teardown.
  o    Assist with post-event tasks including survey dissemination (e.g., Qualtrics), attendance tracking, and report generation.
  o    Develop and distribute information about HWB services and initiatives to raise staff awareness and engagement.

• Participant Coordination & Helpdesk
  o    Support staff onboarding to wellbeing services by sending onboarding instructions and managing a simple helpdesk for service-related queries.
  o    Update and maintain trackers for attendance, inventory, and participant records.
  o    Collaborate with Wellbeing Specialists to ensure seamless continuity of care and follow-up for staff in the service pipeline.

Qualifications

• Education: Diploma or Bachelor’s degree in any discipline; a background in Psychology, Counselling, Social Work, or a related field is an advantage.

• Experience: 
  o    Minimum 1–2 years of experience in an administrative, coordination, front desk, or customer service role.
  o    Experience in a healthcare, wellbeing, or higher education setting is an advantage.
  o    Hands-on experience with SAP Ariba for procurement and purchasing is highly preferred.
  
  
• Skills & Attributes:
  o    Strong interpersonal and communication skills, with a warm, service-oriented, and empathetic manner.
  o    Excellent organisational skills with the ability to manage multiple tasks and priorities efficiently.
  o    Proactive, resourceful, and able to work both independently and collaboratively.
  o    High attention to detail and commitment to accuracy, especially in records management.
  o    Compassionate, non-judgmental attitude; sensitive to staff confidentiality and psychological safety.
  o    Aligned with HWB’s values of Respect, Compassion, Growth, and Authenticity.

• Technical Proficiency
  o    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Power Automate).
  o    Basic design skills in Canva.
  o    Familiarity with survey tools (e.g., Qualtrics) and case management systems.
  o    SAP Ariba proficiency for procurement tasks.

• Additional Requirements
  o    5 days onsite at NUS campus (no hybrid arrangement).