Compliance and Legal Department Assistant

2 weeks ago

Southern Suburbs, South Africa Oneplan Underwriting Managers (Pty) Ltd. Full time

**Purpose of the Role**:
To provide broad-based administrative, logístical, and coordination support to the Compliance and Legal Department. This includes diary management, general office duties, internal project tracking, company secretarial assistance, and compliance filing. The role also includes small but essential operational duties such as office errands and supplies management.

**Key Responsibilities**:
**1. Compliance & Legal Admin Support**
- Assist with formatting, filing, and version control of compliance and legal policies, registers, SOPs, and reports.
- Maintain a tidy, accessible filing system (digital and physical) for regulatory records (e.g., licenses, FSP documents, mandates).
- Support with preparation of compliance reports (FSCA, FIC, TCF, complaints registers, etc.).
- Help track deadlines for submissions and audit action items.
- Assist with due diligence packs and onboarding checklists.

**2. General Office Administration**
- Order office supplies, milk, coffee, stationery, and other consumables.
- Maintain stock levels and do occasional store runs.
- Manage meeting room bookings and prepare for meetings (printing, refreshments, setting up).
- Receive deliveries, liaise with vendors, log IT or maintenance issues.
- Coordinate team functions, or ad hoc office events.

**3. Project & Task Coordination**
- Track compliance/legal projects and implementation plans (e.g., COFI readiness, POPIA rollout).
- Maintain action trackers and send follow-ups to team members.
- Help document key project outputs, maintain templates, and track review cycles.
- Coordinate diaries and meetings for the compliance and legal teams.

**4. Company Secretarial Support**
- Assist with basic company secretarial duties under supervision (e.g., board pack preparation, director info sheets, CIPC filing tracking).
- Maintain director/trustee registers, conflict of interest declarations, and annual returns reminders.
- Help with AGM prep (venue booking, reminders, catering, basic minutes formatting).
- Liaise with company secretary or legal officer where formal filing or drafting is required.

**Qualifications & Experience**:

- **Minimum**: Matric / Grade 12
- **Preferred**: Office Admin, Paralegal, Compliance, or Business Diploma
- At least 2 years’ experience in an administrative, office, or project assistant role
- Experience in a financial services or compliance/legal setting is advantageous

**Skills and Competencies**:

- Strong administrative and organisational ability
- Excellent communication and interpersonal skills
- Computer literacy (MS Word, Excel, Outlook essential; Teams/SharePoint beneficial)
- Discretion and confidentiality when handling sensitive info
- Proactive, reliable, able to multitask across departments

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