Team Assistant (Collection Department) 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.

Administration

• Produce, update and provide best practice administrative support to the team and external partners. Ensure effective management of Manager Diary. Maintain records of the birthday calendar for Internal teams and external partners. Log technical issues on behalf of internal and external partners. Maintain records of employees within the department, draw Reports, analyse data and trends and regularly report to the manager. Collate and distribute incentive data against internal stakeholders. 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.

Document Preparation

• Prepare routine letters, memoranda, reports and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software. Ensure the accuracy of team reporting. Ensure completion of documentation is done timeously. Assist and support manager with the preparation of presentations.

Document Management

• Create a local document management system for an office or department. Ensure records are continuously updated and maintained.

Customer Relationships Development

• Build, maintain and manage external relationships, as well as relationships within the department and the TIH Group. Resolve queries from internal or external customers or suppliers by providing information on policies and/or procedures, referring complex issues to others. Support the delivery of events to ensure they are on schedule and within budget, meeting all deadlines and work closely with all other parties involved in the event.

Work Scheduling and Allocation

• Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary. Prioritize own workflow and ensure work is completed to the required standards of productivity, quality and timeliness; use performance management systems to improve personal performance.

Budgets & Invoices

• Track budgets and report variances to more senior colleagues. Responsible for expense governance and control (tracking expenses against a predefined budget). Research and process online orders. Manage the process of reconciliation regarding the team procurement cards. Ensure the timeous collection of invoices from suppliers.

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. Ensure up-to-date industry and market knowledge, as well as internal products, processes is continuously maintained. Support and assist with team development (internal learning and development initiatives) as well as external development activities.

Requirements

EDUCATION

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

General Experience

• 2 - 3 years’ work experience in an administration related role (Essential); Experience in related industry (legal / banking / financial / insurance / business services) (Advantageous)