Personal Assistant

6 months ago

Durban, South Africa Health Solutions Full time

**Introduction**

Momentum Health Solutions, an entity of Momentum Metropolitan Holdings delivers sustainable, integrated health solutions that meet the needs of clients in the different segments and maximise lifetime client value. We build and maintain a culture of innovation, and create value through unique insights of how to achieve specific outcomes by using a defined set of Health capabilities.

**Role Purpose**

Provide an effective and efficient administrative, secretarial and operational assistant function to support the manager and department.

**Requirements**:

- Matric
- 2 - 5 years secretarial experience
- Relevant qualification will be advantageous

**Duties & Responsibilities**
- Support diary management activities in order to effectively schedule appointments
- Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings
- Pro-actively screen incoming calls, correspondence and respond independently where possible
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications
- Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
- Support the flow of information within the manager's office, ensuring that matters requiring their personal attention are handled speedily
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes
- Order and control office supplies
- Accurately escalate client complaints and queries to the relevant department
- Ensure files are kept in order and easily accessible
- Collate, compile and distribute documents to the required standards within defined time-frames
- Attend to ad hoc personal matters
- Provide authoritative, expertise and advice to clients and stakeholders
- Build and maintain relationships with clients and internal and external stakeholders
- Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed
- Make recommendations to improve client service and fair treatment of clients within area of responsibility
- 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
- Contribute to continuous innovation through the development, sharing and implementation of new ideas
- Take ownership for driving career development
- Control and check expense claims for authorisation
- Prepare and check invoices and arrange for payments
- Identify solutions 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

**Competencies**
- Interacting with People : Is lively and projects enthusiasm is talkative in making contact is focused on interacting and networking with people.
- Making Decisions : Is determined and decides on actions willingly assumes responsibility is definitive and stands by own decisions.
- Showing Composure : Stays calm and relaxed during events is not worried and tolerates stress levels is composed in dealing with pressure.
- Embracing Change : Copes with change and variety tolerates uncertainty and ambiguity adapts to new challenges.
- Team Working : Works participatively with others is democratic and encourages team contributions collaboratively involves others in decision making.
- Meeting Timescales : Is target focused and meets deadlines is punctual and keeps to schedule is reliable in finishing tasks.
- Checking Things : Is meticulous in finding errors ensures accuracy by being thorough and checking details produces high quality work by being detailed.
- Following Procedures : Conforms and adheres to rules closely follows instructions and procedures minimises risks by sticking to processes.

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