Team Assistant (Budget Insurance) - KZN at Telesure Investment Holdings (TIH)

JOB PURPOSE

Effectively and efficiently support the specific teams with operational requirements, maintain effective relationships with external partners and internal personnel through effective administrative activities to meet business requirements.

RESPONSIBILITIES

Administration

• Produce, update, and provide best practice administrative support to the team and external partners. Ensure effective management of Manager's diary. Maintain records of the birthday calendar for Internal teams and external partners. Log technical issues on behalf of internal and external partners. Ensure Travel arrangements (Car Hire, Accommodation and Flights) are completed. Assist Human Resources with quality assurance of staff lists, data verification, and leave management. Initiate and monitor the administration of onboarding and/or offboarding processes to ensure that all processes are completed accurately, efficiently, and on time. Coordination of RE and STI courses.

Document Preparation 

• Prepare moderately complex documents using a variety of computer applications such as Microsoft Office. Also responsible for gathering and summarizing data for reports. Ensure the accuracy of commissions and ad hoc reports. Assist and support managers with the preparation of presentations. Collaborate and provide support for compliance documents. Ensure all documents are prepped and aligned to the requirements.

Stakeholder Engagement 

• Assist with stakeholder engagement by arranging actions, meetings, events, and supporting materials to promote stakeholder understanding and commitment.

Work Scheduling and Allocation

• Design monthly schedule and, if necessary, assign work to managers to speed up office workflow and ensure high-priority tasks get done. Prioritise own workflow and ensure work is completed to the required standards of productivity, quality, and timeliness; use performance management systems to improve personal performance.

Budgeting & Costing

• Track budgets and report variances to more senior colleagues. Maintenance of costs in the budget. Research and process online orders. Manage the process of reconciliation regarding the team procurement cards.

Personal Capability Building

• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.

TECHNICAL COMPETENCIES

Verbal and Written Communication

• Use clear and effective verbal and written communication skills and provide technical guidance when required to express ideas, request actions and formulate plans.

Planning and Organizing

• Plan, organize, prioritize, and oversee activities to efficiently meet business objectives.
• Timekeeping for feedback.

Action Planning

• Develop appropriate plans or perform necessary actions based on recommendations and requirements.

Reporting

• Create relevant, lucid, and effective reports.

Computer skills

• Support business processes by understanding and effectively using standard office equipment and standard software packages. Proficient in MS Office.

Data Management

• Works under guidance (but not constant supervision) to acquire, organize, protect and process data to fulfil business objectives.

Numerical Skills

• Use an understanding of numerical concepts to perform mathematical operations with guidance.

Attention to detail.

• Applies concepts of knowledge / skill when being attentive to details.

EDUCATION

General Education

• Grade 12/ SAQA Accredited Equivalent (Essential)
• Secretarial and/or Administrative Qualification (Advantageous)

EXPERIENCE

General Experience

• 2 to 3 years’ work experience in a Team Assistant related role (Essential)
• Experience within Financial Services Industry (Advantageous)