Administrative Support: Il Client Services

1 day ago

Menlyn Park, South Africa Assupol Life Ltd. Full time

**Main Outputs and Responsibilities for This Position**:
**1. Co-ordination of departmental communication**
- Liaise between managers, team, and other teams
- Follow-up on responses and reports from managers
- Handle and screen all incoming telephone calls and respond appropriately
- Attend to normal telephonic enquiries
- Manage in
- and outgoing faxes
- Manage in-and outgoing post
- Department communication (Client service, Underwriting and Branch Operations departments.

**2. Perform secretarial duties and administration**
- Manage the Senior Managers and Managers diaries
- Prepare, manage, and control the departmental budget
- Prepare and consolidate reports (eg. MANCO)
- Prepare documentation e.g. reports, presentations and memos
- Assist with the collation of supervision documents to ensure records are submitted to HR on time
- Draft letters
- Distribute documentation e.g. reports and memos
- Compile and co-ordinate schedules for working on Saturdays
- Compile and co-ordinate training schedule of client services, Underwriting and branch operations departments and/or other events
- Update client services, underwriting and branch operations manual
- Follow up and ensure all employees submit their telephone accounts
- Assist with claim forms for temp employees
- Photocopy documents
- Liaise with internal and external stakeholders and executives, directors, committee members and others, where appropriate
- Assistance with the organisation of internal and external meetings prior to and during the event
- Coordinate arrangements for visitors, as necessary
- Preparation for meetings: Preparation of meeting packs (agenda, minutes and other required material)
- Take minutes at meetings and distribute minutes where necessary
- Make travel and accommodation arrangements when required

**3. **General office administration**
- Maintain files and record keeping systems
- Order appropriate stationary for office
- Ensure office have sufficient groceries
- Ensure photocopier
- and fax machine is in working order for all to use
- Logging of Service Desk requests to the Facilities and IT departments
- Ensure payment of all service providers
- Assist with adhoc duties (eg. Reception, switchboard, client services administration, Underwriting administration, and Branch operations support)

**4. Perform administration duties for Clients Services, Branch Operations and Underwriting departments**
- Assist Management with projects when required
- Coordinate projects
- Attend to queries from branch offices, clients’ services, and underwriting department
- Reviewing and processing invoices
- Liaise with suppliers
- Capturing of new business and amendments
- Indexing and processing client services enquiries (First line mailbox support)

**Formal Education**:

- Matric
- Secretarial Diploma

**Experience**:

- 2 years as a PA/Admin Support
- 1 years experience in the insurance industry

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