Job Description

ADMINISTRATION OFFICER III - BELLVILLEFull job descriptionCAREER OPPORTUNITYA 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.JOB DESCRIPTION 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. PRINCIPLE ACCOUNTABILITIES INCLUDE: 1. Administrative supportExpense 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 requiredOffice 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 logistical aspects and catering associated with such events.Managing and actioning incoming email, often corresponding on behalf of the manager, if needed.Screens phone calls, enquiries and requestsAssist with Ad hoc requests as needed by the team2. Travel Co-ordination:Co-ordinate travel arrangements for team as neededEnsure adherence to Santam group travel and procurement policies3. Assist with team communication initiativesMinuting meeting action items, track progress and follow up on deliveryResponsible for maintaining the team intranet (Sharepoint, Confluence and MS Teams) site with updated documents, policies, communication, team detailDistribution of all team communicationArrangement of team engagement sessions and functionsMaintain team contact list4. General AdministrationMaintain 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 meetingsAdministrative support for staff resignations to ensure all aspects of our HR policy are adhered to in this regardEnsure that office area is in order/ neat; ensuring that maintenance is arranged when required QUALIFICATION AND EXPERIENCERelevant tertiary qualificationPreferably 3 years experience as an Administrative/Personal Assistant in a corporate team and/ or responsible for supporting senior managementEvidence 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 SKILLSAdministrative support capabilitiesProject and/or process management skillsComputer literacy and efficiency (Advanced Excel, Word, PowerPoint and Sharepoint)Ability to self-teach and master Confluence and MS TeamsStrong co-ordination, organisational and planning skillsExcellent interpersonal, communication and networking skillsResults orientated, pro-active and deadline drivenAbility to operate under pressureStrong quality and client service orientationSound analysis skillsConfidentialityAbility to think-out-of-the-box / lateral thinkingHigh initiative/self-starter/proactive and anticipate requirementsProfessionalism, excellent judgement, use of discretion, prioritisation and problem solving abilitiesAbility to work and make decisions independently COMPETENCIESCollaboratesClient focusDrives resultsFlexibility and adaptabilityCultivates InnovationPlanning and organisingSituational adaptabilityInterpersonal savvyStakeholder managementManage complexityResilientAttention to detail ABOUT THE COMPANYSantam 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. Were 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 the Divisions Employment Equity targets. Qualified applicants are invited to submit their cover letter, CV, and salary requirements in MS Word format online at www.santam.co.za / careers. Should you be aware of a qualified individual, please pass this vacancy on to them.Report job

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