Professional Assistant at Discovery Limited

Key Purpose 

• Dynamic team-player who will support a key strategic arm of the business. To provide administrative support and services to the Head Chief Information Officer, while supporting the general needs of the Discovery Health Systems Team. To Support the CIO and Department through effective coordination of daily responsibilities. 

Areas of responsibility may include but not limited to 

Secretarial 

• Preparation of Agenda's, minutes. Matters arising and timeous distribution 
• Diary and email management for CIO and other managers if required 
• Scheduling meetings: Room bookings, Set up, and related document preparation 
• Effectively deal with internal queries the same day 
• Taking and relaying messages accurately 
• Collecting and returning visitors to the reception area 
• Continuously build and maintain professional relationships with internal and external clients if required 
• General administration duties as required of the role 
• Provide ongoing and professional support to Management team within the area
• Compiling reports or presentations in a professional manner

Office Management 

• Order cost centre supplies: Stationery, envelopes, PC's, furniture, flowers 
• Updating organogram monthly 
• Updating payroll input and handing in monthly payroll submissions by cut-off. 
• All travel bookings for cost centre 
• Handling and organizing petty cash 
• Logging of IT & Group Facilities calls 
• Handling any office movements by meeting with space planning and mapping out a plan 

Function & Event co- ordination for Team 

• Liaising with procurement for any invoices or purchases from preferred suppliers 
• Run and distribute telephone reports and monitor related costs 
• Keep register of floating laptops- and lightpro bookings 
• Parking allocations 
• Distributing gifts to staff on the floor when required 
• Serve as point of contact relating to reporting of repairs due 
• Editing and approval of documents and facilitating printing and distribution thereof 
• Budget monitoring and planning. Adherence to strict deadlines 
• Procurement for cost centre, place order with supplier, arrange for order number to be generated, arrange approval, receipt of original invoice and send to finance for payment. 
• Handle general payment queries from suppliers 
• Petty cash capturing for the division 
• Planning of events/initiatives on behalf of the CIO such as year-end functions, reviews ,strategy sessions ,team buildings ,etc.

Adhoc 

• The person in this role will handle Adhoc functions and projects which is not limited to the above. 
• The person would support the CIO, as well as service other managers. 

Personal Attributes and Skills

• Values Driven 
• Optimistic and Dynamic 
• Effective communicator 
• Builds a sense of community in the Department 
• Problem Solver 
• Learns on the fly 
• Results focused 
• Resilient 
• People Savvy 
• Instills trust 

Education and Experience 

The is following are essential requirements:

• 2 years administration experience 
• 3 years working experience as a PA to Senior Management 
• Matric Qualification 
• Ability to type speedily and accurately 
• Excellent communication and comprehension 
• Attention to detail 
• Presenting a professional image 
• Computer knowledge - intermediate: 
• Ms Word 
• Power Point
• Outlook

The following are advantageous requirements: 

• Secretarial Diploma 
• Proficient with: 
• Visio 
• Discovery experience