Job Description

THE JOB AT A GLANCEAs a Team Assistant, you will be working closely with the HOD for Prevention as well as the Prevention Manager and supporting the Prevention department with all related administrative functions for effective and efficient programme and service delivery.WHAT WILL YOU DO?Provide general secretarial support to the assigned to the Prevention Department

• Arrange meetings and managing the diaries of the Prevention Department
• Compiling of monthly reports for circulation per agreed timelines
• Arranging and coordinating departmental meetings and catering as and when necessary
• Typing of reports, letters, presentations, circulars and general correspondence
• Handling and managing departmental queries

Travel Arrangements

• Responsible for the end-to-end travel arrangements for the Prevention Department

Financial Duties

• Assist with budget control
• Processing all invoice/financial/budget requests for sign off
• Organisation and payment for external service providers

General Administrative Duties

• Minute taking
• Drafting agendas for all meetings as required
• Circulation of accurate and quality minutes for the meetings within the agreed timelines
• Follow up on deadlines
• Diarise committee circulars and deadlines
• Manage the departmental documents on SharePoint through editing, version control and publishing
• Upload month end reports on SharePoint
• Booking meetings rooms as requested
• Stationery orders

Stakeholder & Project Duties

• Assist with the logistics for stakeholder training and projects that includes venue and courier bookings
• Organising and distribution of collateral to stakeholders
• Assist with basic administration for project coordination
• Assist with event logistics e.g. conferences, external stakeholder management e.g. unions, clients, service providers

WHAT WILL YOU GET IN RETURN?We offer great opportunities for personal and professional development in a stable company thats 130 years strong. The role comes with a competitive salary package and various benefits. Flexible work arrangements (combination of remote and in the office). Furthermore, you will be a part of a dedicated group of colleagues who value teamwork and collaboration.Turnaround timeThe shortlisting process will only start once the application due date has been reached. The time taken to complete this process will depend on how far you progress and the availability of managers. Kindly note that should you not receive a response within 21 days please consider your application unsuccessful.Closing date: 8th September 2024Our Commitment to transformation:In accordance with the employment equity plan of Rand Mutual Assurance and its employment equity goals and targets, preference may be given, but is not limited, to candidates from under-represented designated groups.WHAT YOU'LL BRING TO THE TABLE?

• Grade 12 qualification/Matric Certificate (Required)
• Diploma in Office Administration/Secretarial or Project management (Added advantage)
• At least 1 - 2 years' experience in project coordination/event coordination
• Experience in Invoice and Opex management
• Managing work (includes time management)
• Experience in event management
• Ability to work under pressure
• Attention to detail and accuracy
• Verbal and communication skills
• Professional personal presentation
• Customer service orientation
• Information management
• Organising and planning
• Stakeholder liaising

Rand Mutual