Administrative Assistant

3 weeks ago

Cape Town, South Africa Santam Full time

What will you do?

A new position exists within our Group Underwriting (Risk Management and Risk Solutions) business unit for an Administrative Assistant in our Head Office in Belville, Cape Town.

The incumbent will play a key role in supporting the Risk Management and Risk Solutions team. The incumbent will be required to handle highly confidential documents and information requiring utmost discretion.
What will make you successful in this role?

Administrative support
Expense management for the team. This includes monitoring budget spend including the preparation of the budget and handling budget related queries, preparing and lodging expense accounts and claims for payment and administrative purposes.
Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required
Office asset management and maintenance of asset register for the team (e.g. laptops). This includes stationary management (inventory maintenance and requisition), maintaining of office systems, data management and filing, organograms and mailing and teams lists.
Diary management. This includes timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities have been arranged as needed as well as following up on diary requests to ensure appropriate and constructive allocation of time.
Function organizing and management, such as strategic sessions and various team events, including venue hire and all logístical aspects and catering associated with such events.
Screens phone calls, enquiries and requests
Assist with Ad hoc requests as needed by the team

**Travel Co-ordination**:
Co-ordinate travel arrangements for team as needed
Ensure adherence to Santam group travel and procurement policies

Assist with team communication initiatives
Minuting meeting action items, track progress and follow up on delivery
Responsible for maintaining the team intranet (Sharepoint, Confluence and MS Teams) site with updated documents, policies, communication, team detail
Distribution of all team communication
Arrangement of team engagement sessions and functions
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 employee appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings
Administrative support for staff resignations to ensure all aspects of our HR policy are adhered to in this regard
Ensure that office area is in order/ neat; ensuring that maintenance is arranged when required
Qualification and Experience

Relevant tertiary qualification
Preferably 3 years’ experience as an Administrative/Personal Assistant in a corporate team and/ or responsible for supporting senior management
Evidence of experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area is recommended
Knowledge and Skills

Computer literacy and efficiency (Advanced Excel, Word, PowerPoint and Sharepoint)
Ability to self-teach and master Confluence and MS Teams
Strong co-ordination, organisational and planning skills
Excellent interpersonal, communication and networking skills
Results orientated, pro-active and deadline driven
Ability to operate under pressure
Strong quality and client service orientation
Sound analysis skills
Confidentiality
Ability to ‘think-out-of-the-box’ / lateral thinking
High initiative/self-starter/proactive and anticipate requirements
Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities
Ability to work and make decisions independently Core Competencies

Collaborates
Client focus
Drives results
Flexibility and adaptability
Cultivates Innovation
Planning and organising
Situational adaptability
Interpersonal savvy
Stakeholder management
Manage complexity
Resilient
Attention to detail
Turnaround time

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.

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 t

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