Professional Assistant

2 weeks ago

Sandton, South Africa Discovery Ltd. Full time

**Business Unit**:Discovery Health**Function**:Personal Assistant/Secretary**Date**:23-May-2023- Professional Assistant - (Discovery Health Systems & Health Digital)- 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 Systems- The Discovery Health Systems (DHS) is a world class software development house that enables the Discovery Health Business to use digital transformation as a competitive advantage. It focuses on rapid quality software delivery. Innovation and excellence are key attributes to all our initiatives. The skills and expertise in the team allows a diverse product development on all strategic, tactical, and operational changes. Our environment is fast-paced and demands energy, drive, enthusiasm, ownership, and creativity, but it rewards with an extremely fulfilling and stimulating environment that actively supports career growth and development.- Key Purpose- The Professional Assistant will be a dynamic team-player who will support two key strategic arms of the business. To provide administrative support and services to the Chief information Officer and Chief Digital Officer, while supporting the general needs of the Discovery Health Systems and Health Special Projects Team. Support through effective coordination of daily responsibilities.- Areas of responsibility may include but not limited to
Secretarial
o Preparation of Agenda's, minutes. Matters arising and timeous distribution.
managers if required.
o Scheduling meetings: Room bookings, Set up, and related document preparation
o meetings: management of Virtual meeting/collaboration tools - Teams and Zoom (setup, recording, transcribe etc)
o Effectively deal with internal queries the same day
o Taking and relaying messages accurately
o Collecting and returning visitors to the reception area
o Continuously build and maintain professional relationships with internal and external
clients if required.
o General administration duties as required of the role
o Provide ongoing and professional support to Management team within the area
o Compiling reports or presentations in a professional manner- Office Management
o Order cost centre supplies: Stationery, envelopes, PC's, furniture, flowers
o Updating organogram monthly
o Updating payroll input and handing in monthly payroll submissions by cut-off.
o All travel bookings for cost centre
o Handling and organizing petty cash
o Logging of TI & Group Facilities calls
o Handling any office movements by meeting with space planning and mapping out a
plan- Function & Event co
- ordination for Team
o Liaising with procurement for any invoices or purchases from preferred suppliers
o Run and distribute telephone reports and monitor related costs
o Keep register of floating laptops
- and office inventory
o Parking allocations
o Distributing gifts to staff on the floor when required
o Serve as point of contact relating to reporting of repairs due
o Editing and approval of documents and facilitating printing and distribution thereof
o Budget monitoring and planning. Adherence to strict deadlines
o 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.
o Handle general payment queries from suppliers
o Petty cash capturing for the division- Payroll
o Payroll submissions for Temp and Perm staff, Payroll checks, Staff reimbursements,
Staff salary adjustments, Incentives and PPRs
o Salary reports: Petrol cards and 3G cards
o Collate and deliver related documents to Payroll
o Annual increase-file submission
o Handling payroll queries- Ad hoc
o The person in this role will handle ad hoc functions and projects which is not limited to
the above.
o The person would support the HR Business Partner, as well as service other manager- Personal Attributes and Skills
- Excellent organizational skills and attention to detail.
- Reliable.
- Well-organized.
- and Consistent
- Proactive, versatile, and able to thrive in a variety of environments.
- Strong interpersonal and teamwork abilities.
- Excellent communication skills, both verbally and in written.
- Education and Experience
- **The is following are essential requirements**:

- o 2 years administration experience
o 3 years working experience as a PA to Senior Management
o Matric Qualification
o Ability to type speedily and accurately
o Excellent communication and comprehension
o Presenting a professional image

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