Professional Assistant

2 days ago

Sandton, South Africa Discovery Ltd. Full time

**Business Unit**:Discovery Health

**Function**:Personal Assistant/Secretary

**Date**:9 Jan 2025

**Discovery - Health**

**Professional Assistant (Finance & People)**

**About Discovery**
- Discovery’s core purpose is to make people healthier and to enhance and protect their lives. We seek out and invest in exceptional individuals who understand and support our core purpose, and whose own values align with those of Discovery. Our fast-paced and dynamic environment enables smart, self-driven people to be their best. As global thought leaders, Discovery is passionate about innovating in order to not only achieve financial success, but to ignite positive and meaningful change within our society.

**About Discovery Health People**
- The Discovery Health People (DHP) team sits central to the Discovery Health environment and comprises of three functions namely Strategic People Enablement, Human Resource Business Partnering and Learning & Development. The team provides both a Centre of Expertise and Operational capability, enabling Discovery Health to implement its business strategy. The Discovery Health People Vision is to be the best people function globally.
- The culture within the department is to continuously seek ways to elevate the People function through constant learning, knowledge sharing and innovation while driving best practice and change agility throughout Discovery Health.

**About Discovery Health Finance**Key Purpose**
- Dynamic team-player who will support two key strategic arms of the business. To provide administrative support and services to the Deputy Chief Financial Officer (Deputy CFO) and Head of People, while supporting the general needs of the Discovery Health Finance & People Teams. Support the Deputy CFO and Head of People 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
- 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, IT equipment, furniture, flowers
- Updating organogram monthly
- Updating payroll input and handing in monthly payroll submissions by cut-off
- All travel bookings for cost centre
- Logging of TI & Group Facilities calls
- Handling any office movements by meeting with space planning and mapping out a plan

**Function & Event co
- ordination for Team/ General**
- Liaising with procurement for any invoices or purchases from preferred suppliers
- Keep register of floating laptops
- and lightpro bookings
- 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
- MANEX reports; pulling monthly variance reports and reporting on variances
- MANEX transfers and reallocations
- 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
- Coordinate team social events and strategy sessions

**Payroll**
- Payroll submissions for Temp and Perm staff, Payroll checks, Staff reimbursements, Staff salary adjustments, Incentives and PPRs
- Salary reports: Petrol cards and 3G cards
- Collate and deliver related documents to Payroll
- Annual increase-file submission
- Handling payroll queries

**Adhoc**
- The person in this role will handle Adhoc functions and projects which is not limited to the above.
- The person would support the Deputy CFO, Head of People, as well as service other managers within the team.

**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
- Instils trust

**The following are essential education and experience requirements**:

- Minimum 5 years professional assistant 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 advanta

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