Administration Assistant

3 weeks ago

Sandton, South Africa Santam Full time

Who we are
Santam is the market leader in the general insurance industry in Southern Africa. We are a large, diversified, expanding and transforming company and whilst based in South Africa, we are rapidly moving into a number of emerging markets, both in Africa and Asia.
Our success is rooted in our passion for our clients and everything we do is centered on our delivery of Insurance Good and Proper. We’re about people. People drive our business so it follows that we want to recruit the best people possible whether they work for us permanently or for a short time as temporary employees.
What will you do
The main purpose of this position is to provide support of an administrative nature to the business. This will range from simple systems and activities to integrated business processes and may include administration, processing, and clerical duties.
What will make you successful in the role
Administrative Support
Devises and maintains office systems, including data management and filing.
Follow up on action points from team meetings.
Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required.
Prepare and lodge accounts and expense claims, for payment.
Monitor budget spend including the preparation of the budget and handling budget related queries and liaison with accounts team.
Manage the diary of designated managers by scheduling appointments and following up on diary requests to ensure appropriate and constructive allocation of time.
Timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities i.e. Teleconference, Videoconference, external venues etc. have been arranged.
Drafts minutes of meetings as and when required.
Screens phone calls, enquiries and requests.
Organise and maintain diaries and schedule appointments.
Stationery management - keeps stationery inventory, orders new stock, and maintain asset register for the full team.

Travel Co-ordination
Co-ordinate travel arrangements for management team.
Ensure adherence to Santam group travel and procurement policies.

Assist with Team Communication Initiatives
Responsible for maintaining the team intranet (Sharepoint) site with updated documents, policies, communication, team detail.
Follow-up on actions and take responsibility for execution of specific components of it.
Distribution of all team communication.
Arrangement of team engagement sessions and functions and standing member of social committee.
Maintain team contact list.

General Administration
Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system).
Administrative support for new staff appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings.
Ensure that office area of the team is in order/ neat; ensuring that maintenance is arranged when required.
Qualifications and Experience
Matric / Grade 12
Secretarial Diploma would be advantageous
Minimum 3 years’ experience as an Administrative Assistant in a corporate team and/ or responsible for supporting senior management.
Experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area.

**Skills**:Computer literate (Advanced Excel, Word, PowerPoint and Sharepoint)
Strong co-ordination, organisational and planning skills
Excellent interpersonal, communication and networking skills
Results orientated, pro-active and deadline driven

**High stress tolerance**: Ability to operate under pressure
Strong quality and client service orientation
Sound analysis skills
Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities
Ability to work and make decisions independently Personal Attributes
Drives results
Leading and supervising
Collaborates
Client focus
Flexibility and adaptability
Cultivates innovation
Analytical thinking
Coaching and development Build a successful career with us
We’re all about building strong, lasting relationships with our employees. We know that you have hopes for your future - your career, your personal development and of achieving great things. We pride ourselves in helping our employees to realise their worth. Through its four business clusters - Sanlam Life and Savings, Sanlam Investment Group, Sanlam Emerging Markets, Santam, as well as MiWay and the Group Office - the group provides many opportunities for growth and development. Turnaround time
At Santam we are committed to transformation and embracing diversity. This commitment is what drives us to achieve a diverse workplace with employment equity as a key goal to create an inclusive workforce, representative of the demographics of our society. In achieving our employment equity goals we give preference to applicants from the designated groups in alignment with the Divisions Employment Equity targets.

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