Personal Assistant

-Introduction

Through our client-facing brands Metropolitan and Momentum, with Multiply (wellness and rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations.
Role Purpose

Ensure the smooth running of the business by providing effective administrative assistance to the line manager and team.
Requirements
- Grade 12 Essential
- Bachelor of Administration Degree/ Diploma OR Office administration, secretarial or equivalent qualification Essential
- 3-4 years' relevant experience (essential)
- Exposure to supporting a manager or team (desirable)
- Exposure to the insurance industry (desirable)
Duties & Responsibilities

INTERNAL PROCESS
- Proactively manage, coordinate and maintain the diary of the line manager.
- Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to manager’s requirements, and within budget parameters.
- Overall cost saving on HC budget and minimising costs by following processes such as getting various quotes for service delivery prior to implementation, booking flights in advance etc.
- Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
- Monitor status sheets in terms of action items on behalf of line manager
- Ensure support is provided on preparation for meetings, i.e. with clients and alert staff in advance of line manager requirements before attendance to the meeting
- Manage travel arrangements for manager and HC team, according to agreed business process and budget parameters.
- Manage incoming correspondence (paper and electronic), responding independently where possible and in line with authorised judgement.
- Order and control refreshments, office supplies, assets and equipment, ensuring enough stock is always available, in line with budget parameters.
- Ensure files (paper and electronic) are kept in order and easily accessible by manager.
- Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
- Ensure office equipment is regularly maintained by relevant service providers.
- Monitor and respond to incoming communication on behalf of line manager, where appropriate, ensuring efficiency and timeous response.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.
- Provide general administrative support/coordination to the Human Capital team and on projects as required.
- Assist with the coordination of leadership events and projects which the line manager is facilitating
- Ensure that the office and rooms are professionally maintained
- Partner with the OD and Marketing team to arrange catering and other logistics for the various events e.g. townhall, recognition, breakfast sessions, management engagements, long service awards, fun awards where applicable
- Arrange Wellness, birthday and celebratory gift packs are sent to staff and clients where applicable
- Maintain the DL list of staff by monitoring employee movements monthly
- Update and maintain organograms of Group Risk and Finance

CLIENT
- Ongoing stakeholder recognition, networking and engagement
- 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.

PEOPLE
- 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.

FINANCE
- Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.
- Contribute to the financial planning process within area.
- Identify opportunities 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
- Attention to detail
- Responsible
- Checking Things
- Making Decisions
- Team Working
- Following Procedures
- Sh