A new position exists within our Group Underwriting (Risk Management and Risk Solutions) business unit for an Administrative Assistant in our Head Office in Belville, Cape Town.
JOB DESCRIPTION
The incumbent will play a key role in supporting the Risk Management and Risk Solutions team. The incumbent will be required to handle highly confidential documents and information requiring utmost discretion.
PRINCIPLE ACCOUNTABILITIES INCLUDE:
- Administrative support
- Expense management for the team. This includes monitoring budget spend including the preparation of the budget and handling budget related queries, preparing and lodging expense accounts and claims for payment and administrative purposes.
- Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required
- Office asset management and maintenance of asset register for the team (e.g. laptops). This includes stationary management (inventory maintenance and requisition), maintaining of office systems, data management and filing, organograms and mailing and teams lists.
- Diary management. This includes timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities have been arranged as needed as well as following up on diary requests to ensure appropriate and constructive allocation of time.
- Function organizing and management, such as strategic sessions and various team events, including venue hire and all logistical aspects and catering associated with such events.
- Managing and actioning incoming email, often corresponding on behalf of the manager, if needed.
- Screens phone calls, enquiries and requests
- Assist with Ad hoc requests as needed by the team
- Travel Co-ordination:
- Co-ordinate travel arrangements for team as needed
- Ensure adherence to Santam group travel and procurement policies
- Assist with team communication initiatives
- Minuting meeting action items, track progress and follow up on delivery
- Responsible for maintaining the team intranet (Sharepoint, Confluence and MS Teams) site with updated documents, policies, communication, team detail
- Distribution of all team communication
- Arrangement of team engagement sessions and functions
- Maintain team contact list
- General Administration
- Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system)
- Administrative support for new employee appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings
- Administrative support for staff resignations to ensure all aspects of our HR policy are adhered to in this regard
- Ensure that office area is in order/ neat; ensuring that maintenance is arranged when required
QUALIFICATION AND EXPERIENCE
- Relevant tertiary qualification
- Preferably 3 years’ experience as an Administrative/Personal Assistant in a corporate team and/ or responsible for supporting senior management
- Evidence of experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area is recommended
KNOWLEDGE AND SKILLS
- Administrative support capabilities
- Project and/or process management skills
- Computer literacy and efficiency (Advanced Excel, Word, PowerPoint and Sharepoint)
- Ability to self-teach and master Confluence and MS Teams
- Strong co-ordination, organisational and planning skills
- Excellent interpersonal, communication and networking skills
- Results orientated, pro-active and deadline driven
- Ability to operate under pressure
- Strong quality and client service orientation
- Sound analysis skills
- Confidentiality
- Ability to ‘think-out-of-the-box’ / lateral thinking
- High initiative/self-starter/proactive and anticipate requirements
- Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities
- Ability to work and make decisions independently
COMPETENCIES
- Collaborates
- Client focus
- Drives results
- Flexibility and adaptability
- Cultivates Innovation
- Planning and organising
- Situational adaptability
- Interpersonal savvy
- Stakeholder management
- Manage complexity
- Resilient
- Attention to detail
ABOUT THE COMPANY
Santam is the market leader in the general insurance industry in Southern Africa. We are a large, diversified, expanding and transforming company and whilst based in South Africa, we are rapidly moving into a number of emerging markets, both in Africa and Asia.
Our success is rooted in our passion for our clients and everything we do is centered on our delivery of Insurance Good and Proper. We’re about people. People drive our business so it follows that we want to recruit the best people possible whether they work for us permanently or for a short time as temporary employees.
At Santam we are committed to transformation and embracing diversity. This commitment is what drives us to achieve a diverse workplace with employment equity as a key goal to create an inclusive workforce, representative of the demographics of our society. In achieving our employment equity goals we give preference to applicants from the designated groups in alignment with the Divisions Employment Equity targets.
Qualified applicants are invited to submit their cover letter, CV, and salary requirements in MS Word format online at / careers. Should you be aware of a qualified individual, please pass this vacancy on to them.
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