Ensure the smooth running of the business unit by providing effective administrative assistance to the line manager.
Requirements
Formal qualifications:
Grade 12 or equivalent qualification
Office administration, secretarial or equivalent qualification
Knowledge
Relevant business system (preferred)
Computer literacy Office 365, Exceptional Word, Teams and Powerpoint Expertise
Knowledge of other Microsoft Office Prodcuts Excel
Budget management
Skills
Verbal and written communication skills
Problem-solving skills
Planning and organising skills
Interpersonal skills
Professionalism
Confidentiality
Typing skills
Experience
3-4 years' relevant experience (essential)
Exposure to supporting a manager or team (desirable)
Exposure to the insurance industry (desirable)
Duties and Responsibilities
Internal Process
Proactively manage, coordinate and maintain the diary of the line managers.
Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to managers requirements, and within budget parameters.
Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes). Manage travel arrangements for manager, according to agreed business process and budget parameters.
Manage incoming calls and correspondence (paper and electronic), responding independently where possible and in line with authorised judgement.
Order and control refreshments, office supplies and equipment, ensuring enough stock is always available, in line with budget parameters.
Ensure files (paper and electronic) are kept in order and easily accessible by manager.
Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
Ensure office equipment is regularly maintained by relevant service providers.
Monitor and respond to incoming communication on behalf of line manager, where appropriate, ensuring efficiency and timeous response.
Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
Client
Provide professional assistance to internal clients and stakeholders.
Build and maintain relationships with clients and internal and external stakeholders.
Make recommendations to improve client service and fair treatment of clients within area of responsibility.
People
Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
Develop and maintain productive and collaborative working relationships with peers and stakeholders.
Positively influence and participate in change initiatives.
Continuously develop own expertise in terms of professional, industry and legislation knowledge, where applicable to specific functions.
Contribute to continuous innovation through the development, sharing and implementation of new ideas.
Take ownership for driving career development.
Finance
Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.
Contribute to the financial planning process within area.
Identify opportunities to enhance cost effectiveness and increase operational efficiency.
Manage financial and other company resources under your control with due respect.
Provide input into the risk identification processes and communicate recommendations in the appropriate forum.
- 289469233
