Administrative Support Services (OLE) - Contract

Requirements

• At least a Diploma or GCE A-Level qualification, wit

Additional Information

Event and Logistics Coordination Provide end-to-end coordination and logistical support for OLE-led internal and external events, including Staff Townhall, Leaders Townhall, EPIC Awards, CE Fireside Chats, DCE Connects, and other OLE-led sessions. Liaise with venue providers, event companies, caterers, and other vendors on bookings, set-up requirements, delivery timelines, and on-site arrangements to ensure smooth event execution. Coordinate all logistical requirements in accordance with the intended session design, including room layout, seating, registration, name tents, materials, AV support, refreshments, and any other arrangements required. Support site visits and walkthroughs where required to ensure venues and setups are in order ahead of each event. Provide on-site coordination support on the day of the event and follow up on any outstanding matters after the event where required. Participant Management Provide end-to-end administrative support for participant management across OLE's events and staff engagement sessions. Support participant shortlisting, invitations, reminders, RSVP tracking, withdrawals, and replacements to ensure sessions are appropriately attended. Maintain an updated participant tracker to ensure a good spread of participants across divisions, departments, and staff groups, and to avoid repeated invitations to the same individuals where possible. Provide timely updates to the relevant OLE team member and flag any issues, delays, or gaps as they arise. Procurement and Vendor Administration Provide end-to-end administrative support for procurement-related processes arising from OLE's events and operational needs, ensuring all activities are carried out in accordance with government procurement guidelines and HPB's internal processes. Prepare and coordinate required procurement documents such as Small Value Purchases (SVPs), Requests for Quotations (RFQs), comparative price schedules, and any other supporting documentation. Follow up with vendors to obtain quotations, specifications, supporting information, and invoices in a timely manner. Maintain an up-to-date procurement tracker covering quotation status, approvals, purchase orders, invoices, and payment follow-up, flagging any delays or gaps to the relevant team member promptly. Support post-event procurement close-out activities, including verification of deliverables against contracted scope, invoice processing, and audit-ready filing of all relevant documentation. Session Administration, Notes and Feedback Management Provide comprehensive session administration support for OLE-led events and staff engagement sessions, including materials preparation, note-taking, and feedback management. Prepare all required session materials ahead of each session, including attendance lists, seating plans, discussion materials, flipcharts, post-its, and other activity supplies. Attend sessions where required to take clear and accurate notes capturing key discussion points, themes, and follow-up actions, and compile these for review and dissemination after each session. Collect, compile, and analyse participant feedback following each session to surface key themes, sentiments, and areas for improvement, and prepare summary reports for review by relevant stakeholders. Knowledge Management and Records Maintenance Maintain organised and accessible records across OLE's initiatives to ensure information is current, properly filed, and easy to retrieve. Maintain organised trackers, folders, meeting notes, SOPs, reports, nomination records, participant lists, and project documents across OLE's initiatives, ensuring materials are properly filed and easy to retrieve. Ensure key documents are kept current and stored in the appropriate shared folders or systems at all times. Support the onboarding of new team members by ensuring relevant knowledge resources are accessible, updated, and easy to navigate. Review existing filing, tracking, and knowledge management practices and suggest practical improvements to enhance efficiency, accuracy, and accessibility of information. Communications Administration Provide administrative support for OLE's internal communications, including management of the OLE email inbox and support for the dissemination of approved communications. Monitor and triage the OLE email inbox regularly, routing queries to the appropriate team members and maintaining proper records of follow-up actions. Support the dissemination or uploading of approved electronic mailers, announcements, or intranet updates to the relevant staff audiences in a timely manner. Coordinate with relevant stakeholders to obtain approved content and clearance before dissemination. Provide simple formatting or upload support using Canva or PowerPoint where required; note that content development and collateral design are not the primary focus of this role.

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