Summary
Overview
Work History
Education
Skills
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Vanitha (Dolly) Rajagopal

Vanitha (Dolly) Rajagopal

Summary

Efficient and proactive Personal Assistant with a proven track record of enhancing productivity for C-level management and Managers while improving overall business operations. Consistently exceed expectations by maximizing group performance and maintaining efficient calendars. Thrive in autonomous work environments, consistently meeting demanding objectives. Known for efficiency, accuracy, and attention to detail. Demonstrate absolute discretion in handling confidential information and sensitive situations. Highly motivated to continually expand knowledge and skills. Bilingual and adaptable to various situations. With a positive attitude, strong multitasking abilities, and resilience, I am confident in my ability to be an invaluable asset to any organization.


“Choose a job you love, and you will never have to work another day in your life”

Confucius


Overview

31
31
years of professional experience

Work History

Senior HR Executive

Muslim Trust Fund Association (MTFA)
08.2022 - Current
  • Collaborate with hiring managers to understand their nursing staffing needs and develop effective recruitment strategies accordingly
  • Devise and implement strategies for sourcing and attracting local and foreign nursing talents using various channels, including online job boards, social media, professional networks, and referrals
  • Conduct pre-screening assessments and interviews to evaluate candidates' qualifications, skills, and cultural fit
  • Stay up to date with the latest MOM and SNB guidelines and regulations pertaining to foreign talent recruitment, ensuring compliance with all legal and regulatory requirements
  • Maintain accurate and up-to-date records of all visa and work permit applications related to nursing hires
  • Manage the end-to-end visa and work permit application process for foreign nursing talents
  • Liaise with the MOM and relevant authorities to obtain necessary approvals and documentation specific to nursing professionals
  • Provide guidance and support to nursing candidates throughout the application process, ensuring a smooth and efficient experience
  • Ensure timely renewal and maintenance of work permits and visas for nursing professionals
  • Source and manage suitable accommodation options for foreign employees ensuring their comfort and well-being during their tenure with the organization
  • Collaborate with external housing providers and landlords to negotiate terms and conditions for employee accommodation
  • Maintain a comprehensive accommodation management system, including records of housing arrangements and lease agreements
  • Build and maintain strong relationships with external partners, such as recruitment agencies, nursing associations, and immigration consultants, to enhance talent sourcing capabilities
  • Collaborate with internal stakeholders, including dialysis centre managers and the legal department, to ensure a seamless onboarding and integration process for new nursing hires
  • Develop and implement comprehensive learning and development strategies aligned with organizational objectives
  • Identify training needs through assessments, surveys, and consultation with department heads
  • Recommend appropriate training programs or workshops for employees based on suggestions from department heads
  • Collaborate with training institutions on the training needs of the organization’s employees
  • Evaluate training effectiveness through feedback, assessments, and performance metrics
  • Maintain training records and databases to track employee progress and compliance
  • Stay updated on industry trends, best practices, and emerging technologies in learning and development
  • Experienced in navigating grant applications from relevant organizations
  • Provide regular reports and insights to management on training outcomes and recommendations for improvement
  • Cultivate a culture of continuous learning and development across the organization
  • Perform any other duties assigned by management in line with the scope of the role
  • Prepare regular reports and metrics on recruitment activities, providing valuable insights to enhance the recruitment process
  • Maintain accurate records and documentation related to foreign nursing talent hires and visa/work permit applications, ensuring compliance with record-keeping requirements
  • Initiate and execute initiatives to enhance the welfare and job satisfaction of nursing staff
  • Collaborate with relevant teams to create an environment that supports nurses' professional growth and overall well-being
  • Implement retention strategies to ensure that nursing professionals feel valued and motivated to continue contributing to the organization’s mission
  • DUTIES AND RESPONSIBILITIES
  • Talent Acquisition
  • Visa/Work Permit Application Process
  • Accommodation Management
  • Relationship Management
  • Learning and Development
  • Reporting and Documentation
  • Welfare and Retention Promotion

Administrative Executive

Epworth Community Services
08.2022 - 07.2023
  • Handling the overall administration work in a trauma home for children under the age of13 years old and execute operations as assigned by Head, Home Sweet Home (HSH)
  • Handling the overall Finance in HSH which consist for payroll and OT calculation for Operation Staffs, checking of invoices and handling of petty cash
  • Handling the overall Human Resources work which consists of rostering, new hire, resignees, induction and orientation of new staff, preparation of emails, name tags, trainings, leaves and medical claims
  • Processing of driver’s claim, checking and onward submission to Finance for payment
  • Handling of the cleaners, pest control and landscapes in HSH
  • Handling of the cooks and part-time cook in terms of marketing, menu and purchases of poultry and meat items
  • Report submission to Ministry of Social and Family Services (MSF)
  • Report submission to National Environment Agency (NEA)
  • Handling the alarm system in the HSH and update CISCO if there is any triggers
  • Handling of admission and discharge of residents
  • Accountability of resident’s savings
  • Handling the training for new joiners and existing staff’ renewal
  • Monthly submission of statistics to Social Service Institute
  • Purchases of stationery monthly
  • Accountability of Inventories and Fixed assets
  • Report on malfunction of front gates to BIS
  • Meter reading of water and electricity in HSH
  • Checking and clearing of mails in HSH
  • Submission of Finance documents to HQ on a weekly basis

Executive Assistant

TS Three Pte Ltd
05.2021 - 05.2022
  • Handling of migrant workers in the Community Care Facility who were sent by MOH for admission in our center due to Covid -19 and execute ground operations as per task assigned by Dy Heads Ops or Team Lead
  • Response to routine incidents within the red zone and ensure familiarity on the procedures and actions to be taken when dealing with incidents or during an Emergency
  • Familiar with the Emergency Response Plans when dealing with Code Black, Code Red and Code Blue
  • Coordinate with Ops Center and ensure that security, fire alarm, pest control and other service providers maintain standards when they execute their routine maintenance services
  • Ensure that the patients/residents receive their meals on time as per the timings stipulated for breakfast, lunch and dinner
  • Perform assignments/matters as directed by the Team Lead, Dy Head Operations or Head Operations from time to time
  • Maintain the tidiness of the workstation and work compound
  • End of contract due to Endemic

Personal Assistant

Shell Eastern Trading Pte Ltd
11.2020 - 05.2021
  • PA to three managers in the Chemical team
  • Duties include but not limited:
  • Populating Manager’s calendar
  • Organizing and maintaining the Manager’s calendar
  • Arranging conference calls via skype according to3 time zones as the team is Global
  • Submitting claims for Managers via Concur
  • Submit invoices for payment
  • Organizing and scheduling meetings and ensuring that the Manager is well prepared for the meetings in terms of material, room booking via Condeco
  • Prepare agenda for meetings
  • Admin duties and general office management e.g
  • Focal for SharePoint, filings, managing stationery cupboard, photocopy, binding of reports, distribution of mails
  • Printing out freight forwarding agreement and contract, get it signed and DHL to the respective country
  • Process contract for e signature via DocuSign and approve and upload in4C after signature
  • Coordinated events, Townhall, Webcast, etc
  • With success
  • Orchestrated successful overseas conferences, including associated travel and logistics for speakers, attendees and team, facilities and support services
  • Liaising with staff, suppliers and clients and coordinating logistics for special projects
  • Onboard new joiners and offboard leavers
  • Provided assistance to our counterparts when they visit Singapore
  • Maternity Coverage

Executive Assistant

Boston Consulting Group
02.2020 - 11.2020
  • Executive Assistant to Director and his team of15 members supporting the Gaia Project
  • Duties includes but not limited:
  • Provide secretarial support and manage Director’s, senior team members and team calendar
  • Update Director day to day of meetings and reschedule conflict of meetings
  • Approving and processing general office invoices, maintaining filing systems and document management
  • Manage travel bookings, accommodation arrangements and handle visa applications
  • Submit claims for directors and team members via Chrome River
  • Arranging meetings, teleconferences, setting up venues and coordinating events with clients
  • Liaising with staff, suppliers and clients and coordinating logistics for meetings and events
  • Arrange and schedule interviews with external and internal clients in regard to the project
  • Admin duties and general office management e.g
  • Focal for SharePoint, filings, managing stationery cupboard, photocopy, binding of reports, distribution of mails
  • Make purchases for the Department/Team and any other duties assigned by Director and team member
  • Contract ended due to Covid

Personal Assistant

Shell Eastern Trading (Pte) Ltd
08.2018 - 01.2020
  • PA to Regional General Manager, Marine, Global ER Manager Retail and admin support to the Specialties and Marine team
  • Duties include but not limited:
  • Arrange flights, hotel bookings, visa, car transfer and booking of meeting room
  • Sourcing of external meeting rooms if there is no meeting room available in Shell office
  • Organizing and maintaining the Manager’s calendar
  • Arranging conference calls via skype according to3 time zone as team is Global
  • Submitting claims for Managers via Concur
  • Organizing and scheduling meetings and ensuring that the Manager is well prepared for the meetings in terms of material, room booking via Condeco
  • Prepare agenda for meetings
  • Admin duties and general office management e.g
  • Focal for SharePoint, filings, managing stationery cupboard, photocopy, binding of reports, distribution of mails
  • Printing out freight forwarding agreement and contract, getting it signed and DHL to the respective country
  • Coordinated events, Townhall, Webcast, etc
  • With success
  • Orchestrated successful conferences, including associated travel and logistics for speakers, attendees and team, facilities and support services
  • Assist the ER team in terms of media interviews and any other work assigned by the team
  • Reminding the managers of important tasks and deadlines
  • Liaising with staff, suppliers and clients and coordinating logistics for special projects and events
  • Provided assistance to our counterparts when they visit Singapore
  • Any other duties assigned by my managers
  • End of contract PA to Regional General Manager

Personal Assistant

Ministry of Social and Family Services
01.2012 - 07.2018
  • PA to two Directors namely Director, Family Education and Digital Services and Director, Family Support Division
  • Duties include but not limited:
  • Ensuring meetings are effectively organized
  • Arranging flights, travel, visas and accommodation
  • Populating the Senior Management Team’s calendar for the whole year
  • Screening phone calls, inquiries and requests, and handling them when appropriate
  • Organizing and maintaining the Director’s calendar and making appointments
  • Organizing and scheduling meetings and ensuring that Directors are well prepared for the meetings in terms of materials, security and vehicle clearance (applicable for external meetings)
  • Upload materials for meetings on the Director’s iPad
  • Submitting claims on behalf of Directors for their transport, hand phone, overseas claims
  • Event management
  • Early retirement

Executive Assistant

Ministry of Social and Family Services
06.2011 - 12.2011
  • I was handling the administration duties in the Family Policy and Engagement Department (FPED) and the Procurement Function for the whole Family Division Group (FDG) which consist of7 Departments
  • Duties include but not limited:
  • Support the FPED team in their various projects
  • Upkeep and maintain the FPED in terms of office equipment, stationery and printers
  • To liaise with external vendors in servicing office equipment
  • Submit and collate reports from70 centers for the statistics of Elderly Abuse
  • Collation of MP referral cases and route it to the respective officer
  • Filing of generic documents
  • Stationed in Family Court for survey on Maintenance
  • Surfing the net and updating Senior Assistant Director on LGBT new
  • Handle and liaise with various departments on new staff and resignation
  • Perform Good Receive for the whole of FDG
  • Accountable for the Fixed Asset for various departments under FDG

Corporate Support Officer

Ministry of Social and Family Services
05.2005 - 05.2011
  • I was transferred to the Baby Bonus Department which implemented the baby bonus Scheme
  • I encountered parents who walked in, through phone calls and emails
  • In this department I have learnt to problem solve, decision making and handle customers (parents, grandparents, adoptive parents, etc.) tactfully and in a timely manner
  • I am the first contact for CPFB on Government Paid Maternity Leave matters.

Corporate Support Officer

Ministry of Social and Family Services
02.2001 - 04.2005
  • I was employed by the Special Project Branch which implemented the3rd Child Paid Maternity leave (3CML) benefit
  • In this department, I prepared the initial SOP draft on3CML for both employers, employees and selfemployed mothers
  • I process claims and attend weekly meetings with the Inland Revenue Authority of Singapore (IRAS), CPFB to present self-employed cases for assessment
  • I liaised with HR Personnel on3CML claim matters / Employment Act
  • In Oct2004,3CML was outsourced to CPFB, Agency Project Dept
  • I was seconded to CPFB to hand over3CML (renamed to Government Paid Maternity Leave)
  • During my secondment to the Central Provident Fund Board (CPFB) in2004, I assumed the role of training staff on the Government Paid Maternity Leave Scheme
  • This position accorded me an opportunity to assume a leadership role in the nurturing of talents and engage in public speaking through a series of frontline presentations
  • I was actively involved in the implementation and training of the staff on GPML
  • I was offered employment with CPFB but chose to return to the Ministry of Social and Family Services (MSF).

HR Assistant

Tan Tock Seng Hospital
01.1996 - 09.2000
  • As an HR practitioner at Tan Tock Seng Hospital (TTSH), I was exposed to a full spectrum of personnel functions ranging from salary computation to the administration of insurance benefits
  • I also assisted in coordination the annual performance appraisal exercise for all TTSH staff
  • Family commitment

HR Clerk

Tan Tock Seng Hospital
02.1994 - 12.1995
  • I was with Tan Tock Seng Hospital from February1994 till September2020, handling the Nursing and Medical portfolio.

Education

Professional Diploma - Human Resource Management

Human Capital of Singapore
01.2017

Certificate - Human Resource Management

Singapore Institute of Human Resource Management
01.1998

Skills

  • MS Office
  • Concur
  • Skype
  • MS Teams
  • Zoom
  • Chrome River
  • ApprovalMax
  • Jotform
  • InfoTech
  • Mondaycom
  • ChatGBT
  • Friday AI
  • Google Workspace Content Management

LNGG

English
Malay
Tamil
Mandarin (Basic spoken)

Timeline

Senior HR Executive

Muslim Trust Fund Association (MTFA)
08.2022 - Current

Administrative Executive

Epworth Community Services
08.2022 - 07.2023

Executive Assistant

TS Three Pte Ltd
05.2021 - 05.2022

Personal Assistant

Shell Eastern Trading Pte Ltd
11.2020 - 05.2021

Executive Assistant

Boston Consulting Group
02.2020 - 11.2020

Personal Assistant

Shell Eastern Trading (Pte) Ltd
08.2018 - 01.2020

Personal Assistant

Ministry of Social and Family Services
01.2012 - 07.2018

Executive Assistant

Ministry of Social and Family Services
06.2011 - 12.2011

Corporate Support Officer

Ministry of Social and Family Services
05.2005 - 05.2011

Corporate Support Officer

Ministry of Social and Family Services
02.2001 - 04.2005

HR Assistant

Tan Tock Seng Hospital
01.1996 - 09.2000

HR Clerk

Tan Tock Seng Hospital
02.1994 - 12.1995

Certificate - Human Resource Management

Singapore Institute of Human Resource Management

Professional Diploma - Human Resource Management

Human Capital of Singapore

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Vanitha (Dolly) Rajagopal