Administrative Assistant (JG10) (Bellville) at Santam Insurance

• The main purpose of this position is to provide support of an administrative nature to the business. This will range from simple systems and activities to integrated business processes and may include administration, processing, and clerical duties.

What will make you successful in this role?
Administrative Support 

• Devises and maintains office systems, including data management and filing.
• Follow up on action points from team meetings. 
• Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required.
• Prepare and lodge accounts and expense claims, for payment.
• Monitor budget spend including the preparation of the budget and handling budget related queries and liaison with accounts team.
• Manage the diary of designated managers by scheduling appointments and following up on diary requests to ensure appropriate and constructive allocation of time.
• Timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities i.e. Teleconference, Videoconference, external venues etc. have been arranged. 
• Drafts minutes of meetings as and when required.
• Screens phone calls, enquiries and requests.
• Organise and maintain diaries and schedule appointments. 
• Stationery management – keeps stationery inventory, orders new stock, and maintain asset register for the full team.

Travel Co-ordination

• Co-ordinate travel arrangements for management team.
• Ensure adherence to Santam group travel and procurement policies.

Assist with Team Communication Initiatives

• Responsible for maintaining the team intranet (Sharepoint) site with updated documents, policies, communication, team detail.
• Follow-up on actions and take responsibility for execution of specific components of it.
• Distribution of all team communication. 
• Arrangement of team engagement sessions and functions and standing member of social committee.
• 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 staff appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings.
• Ensure that office area of the team is in order/ neat; ensuring that maintenance is arranged when required.

Qualification

• Matric / Grade 12
• Secretarial Diploma would be advantageous
• Minimum 3 years’ experience as an Administrative Assistant in a corporate team and/ or responsible for supporting senior management.
• Experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area. 

Skills

• Computer literate (Advanced Excel, Word, PowerPoint and Sharepoint)
• Strong co-ordination, organisational and planning skills
• Excellent interpersonal, communication and networking skills
• Results orientated, pro-active and deadline driven
• High stress tolerance : Ability to operate under pressure
• Strong quality and client service orientation 
• Sound analysis skills
• Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities 
• Ability to work and make decisions independently 

Knowledge and Skills

• Processing transactions and conduct simple calculations
• Record keeping; filing and maintenance of databases
• Maintain work standards and quality verification
• Data Collection and processing of transactions
• Procedures Knowledge

Personal Attributes

• Plans and aligns - Contributing independently
• Interpersonal savvy - Contributing independently
• Communicates effectively - Contributing independently
• Optimises work processes - Contributing independently

Core Competencies

• Being resilient - Contributing independently
• Collaborates - Contributing independently
• Cultivates innovation - Contributing independently
• Customer focus - Contributing independently
• Drives results - Contributing independently