Administration Officer

About the Role The Administration Officer keeps the daily operations of the Hostel running smoothly, reliably, and with care. While the role sits behind the scenes, its impact is felt directly by the residents: consistent scheduling, well-kept records, timely meals, and a welcoming front door are all part of what makes the Hostel feel like a safe and predictable place to be. We believe that trauma-informed practice is not only carried out through direct, relational work with young people — it is also built into the systems and routines that surround them Predictability, consistency, and respectful handling of personal information all contribute to a young person’s sense of safety and stability. The Administration Officer plays a quiet but essential part in creating that environment. This role works closely with shift staff, the Operations & Development team, and residents themselves, and is often a resident’s or visitor’s first point of contact with the Hostel. Key Responsibilities 1. Administration Function for SBHL • Coordinate the scheduling of residents’ daily activities and appointments, supporting the routine and predictability that residents can rely on. • Manage resident-related documentation accurately and confidentially, with care for the sensitivity of personal information. • Maintain the resident database, ensuring records are current, accurate, and handled with appropriate discretion. • Administer resident finances responsibly and transparently. • Coordinate meal arrangements for residents and shift staff, helping to anchor the day around consistent, dependable routines. • Welcome phone calls and visitors to the Hostel with warmth and professionalism, often as the first point of contact for residents, families, and partners. 2. Supportive Function for SBHL • Provide back-up support to shift staff during emergencies, helping maintain a sense of calm and order for residents and colleagues alike. • Manage the MFEC process in a timely and organised manner. • Coordinate staff welfare items (stationery, pantry supplies, water dispenser, etc.), supporting the wellbeing of the team who care for residents day to day. • Manage bookings for rooms within the Hostel. • Record and maintain minutes for meetings. • Manage security screening requests and maintain a proper archive of results, handling sensitive information with discretion. 3. Ad-hoc Duties • Any other ad-hoc duties as assigned. What We Are Looking For • A Degree or Diploma with at least 2 years of working experience in any field; experience in Business Administration or Facilities Management is a strong advantage. • A meticulous, well-organised, and independent worker with sound critical thinking skills. • Strong communication and writing skills. • Proficiency in MS Word, Excel, and related office software. • An appreciation for how reliable administrative systems contribute to a stable and supportive environment for young people. Our Practice Environment Singapore Boys’ Hostel is committed to a trauma-informed and relational approach to care. We work with young people who have often experienced disrupted relationships and significant adversity, and we believe that a stable, well-run environment is part of what allows meaningful change to take place. In our practice, this means: • Recognising that consistency and reliability in day-to-day operations help residents feel safe and settled. • Handling residents’ personal information and records with dignity, discretion, and care. • Supporting shift staff and colleagues so that they, in turn, can be fully present for residents. • Treating every phone call, visitor, and interaction as an opportunity to reflect the Hostel’s values of warmth and respect. We recognise that operational and administrative roles are integral to a trauma-informed organisation, and we support all staff through a professional culture that values reliability, teamwork, and continuous learning.