Team Assistant at Rand Mutual - RMA

As a Team Assistant you will provide general administrative support to a department or group of professionals. Work is performed under general supervision and requires independence and discretion. Route or answer routine correspondence and maintain confidential department records and files. Assist in the formulation of the department budget, business planning, and related planning functions, with contact with customers, suppliers or employees outside the immediate work area. RMA-specific Purpose: To capture data, imaging, indexing, provides administrative support and attends effectively and efficiently to clients/customers queries. To answer a multi-line switchboard quickly (ideally within 3 ring cycles) and direct calls to their destination without delay.

WHAT WILL YOU DO?
Administration

• Produce, update and provide best practice support on complex MS documents, databases and other departmental systems, advising colleagues when needed, and using own expertise to help improve processes. Coordinate all HC related events (i.e. wellness days).

Correspondence

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

Handling Enquiries and Correspondence

• Answer the telephone and assist callers or those making a broad range of enquiries by email or mail 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.

Insights and Reporting

Extract and combine data to generate standard reports.
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.

Receiving Visitors

• Extract and combine data to generate standard 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.

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.

WHAT YOU'LL BRING TO THE TABLE?

• Grade 12/ SAQA Accredited Equivalent / National Diploma A 3 Year Administrative Assistant / Management Assistant Diploma – NQF Level 5
• Experienced practitioner able to work unsupervised 2 + years clerical , scanning and indexing experience required.