Office Assistant - Healthcare at NMG Benefits

Role Overview

• Office Assistant to the Cape Town Regional Office. This includes (but is not limited to) receiving NMG visitors, answering the Cape Town Office switchboard, diary management, appointment management, taking messages, typing, general organisation of workflow, etc.

Duties & Responsibilities

Key Performance Objectives

Tasks

• Frontline responsibilities are receiving visitors and clients, assisting with any deliveries etc.
• Answering the Cape Town office switchboard
• Coordination and management of all flight, accommodation and car hire as well as renewals road show venue bookings.
• Compiling Staff Travel Advice forms for all travel bookings.
• Maintaining of expenditure budget for travel.
• Managing the Executive Head : Healthcare meetings.
• Events management - Hot off the Press seminars, Mini Users Groups and Users Group events Healthcare team building events, EB Forum events.
• Maintaining expenditure budget for events planned.
• Responsible for the distribution and collation of the Executive CRM Surveys.
• Manage & report back on the success of various projects and events.
• Scheduling of scheme accreditation training for all staff.
• Scheduling and coordinating all training workshops for staff and payment thereof.
• Maintaining expenditure budget for training workshops.
• Monitoring of training session attendance registers for KRA’s and forwarding those registers on to HR.
• Catering and coordination of client workshops
• Maintaining records of Cape Town staff leave.
• Compiling all Health Care Purchase Requisitions and forwarding proof of payments to clients.
• Compiling invoices to be raised to clients for Health Care.
• Extensive records of Health Care budget and costs i.e. travel, Purchase Requisitions, private telephone expenses, renewals expenses, stationary, corporate events.
• Controlling all office stationary orders and expenses.
• Responsible for assisting new employees with being set up on the NMG system, IT and adjustment in new division.
• Same applies for existing employees who are leaving NMG; User exit forms and notifying Operations.
• Booking of boardrooms for important meetings and all Training sessions.
• Managing all staff private telephone accounts
• Updating Health Care staff, cliental records and data bases
• Send out correspondence to Health Care staff
• Managing proxima and banner bookings for NMG JHB.
• Managing Supply and Control for division; clients gifts, wellness gifts and promotional stock.

Events Coordination

• Regional annual HC Conferences, Team Building, Events, User Group events, Hot of the Press, Seminars, Forums, Company Year End Functions, Annual Golf Days, Charity events.

Minimum Qualification

• Matric
• Secretarial Certificate/Diploma

Experience

• 3 – 5 years secretarial experience at a senior level

Competencies (skills required)

• Administration Skills
• Co-ordination Skills
• Interpersonal Skills
• Time Management
• Problem Solving Skills

Application due date:

10 May 2023