COID and Ops: Personal Assistant (Park Town) at Rand Mutual - RMA

THE JOB AT A GLANCE

•  As a Personal Assistant, you will be reporting to the Head: Quality Management & Head: Project Management. You will be responsible for administrative and secretarial tasks to optimize the time management and performance of the Head of Departments. You will be the first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings and appointments, and controlling access to the manager. 

WHAT WILL YOU DO?

Handling Enquiries and Correspondence

• Answer the telephone and assist callers or those making a broad range of enquiries by email, letter, or other means with any requests for information, directing more complex matters to colleagues as necessary.
• Initiate contact internally and externally on a regular basis to convey requests, provide instructions or obtain information on behalf of a senior colleague.

Correspondence

•  Prepare routine letters, email, minutes of meetings and reports for approval by more senior colleagues or a senior executive.

Document Preparation

•  Prepare moderately complex documents using a variety of applications for technology devices such as standard office software. Also responsible for gathering and summarizing data for reports.

Administration

• Prepare moderately complex documents using a variety of applications for technology devices such as standard office software. Also responsible for gathering and summarizing data for reports.

Business Meetings/Events Arrangement

• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans following instructions to ensure more senior colleagues or a senior executive make best use of their time.

Procurement

• Support others by carrying out a range of procurement activities. Involves following established procedures.

Operational Compliance

• Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes, and codes of conduct to ensure own work adheres to those standards.
• Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.

Work Scheduling and Allocation

• Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.

Personal Capability Building

• Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, and attending conferences.

WHAT YOU'LL BRING TO THE TABLE?

• Secretarial Diploma or related qualification
• At least 3 years as a Personal Assistant
• Ensures Accountability
• Communicates Effectively
• Manages Complexity
• Customer Focus
• Tech Savvy
• Drives Results
• Verbal Communication
• Computer Skills
• Planning and Organizing
• Policy and Procedures
• Assessment
• Builds Customer Loyalty
• Call Handling
• Masters Service Conversations
• Numerical Skills

Closing date: 18 May 2023