Job Description

What will you do?

The Santam Contact Centre has a position available for an Administrative Assistant. The position will report to the Head of New Business. The position will be based in Cape Town(Bellville).

The main purpose of this position is to provide support of an administrative nature to the business. This will range from simple systems and activities to integrated business processes and may include administration, processing, and clerical duties.

What will make you successful in this role?

Administrative Support

• Devises and maintains office systems, including data management and filing.
• Follow up on action points from team meetings.
• Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required.
• Prepare and lodge accounts and expense claims, for payment.
• Monitor budget spend including the preparation of the budget and handling budget related queries and liaison with accounts team.
• Manage the diary of designated managers by scheduling appointments and following up on diary requests to ensure appropriate and constructive allocation of time.
• Timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities i.e. Teleconference, Videoconference, external venues etc. have been arranged.
• Drafts minutes of meetings as and when required.
• Screens phone calls, enquiries and requests.
• Organise and maintain diaries and schedule appointments.
• Stationery management - keeps stationery inventory, orders new stock, and maintain asset register for the full team.

Travel Co-ordination

• Co-ordinate travel arrangements for management team.
• Ensure adherence to Santam group travel and procurement policies.

Assist with Team Communication Initiatives

• Responsible for maintaining the team intranet (Sharepoint) site with updated documents, policies, communication, team detail.
• Follow-up on actions and take responsibility for execution of specific components of it.
• Distribution of all team communication.
• Arrangement of team engagement sessions and functions and standing member of social committee.
• Maintain team contact list.

General Administration

• Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system).
• Administrative support for new staff appointments which includes arranging access to systems, computer equipment, parking and arrange introductory meetings.
• Ensure that office area of the team is in order/ neat; ensuring that maintenance is arranged when required.

Qualification

• Matric / Grade 12
• Secretarial Diploma would be advantageous
• Minimum 3 years' experience as an Administrative Assistant in a corporate team and/ or responsible for supporting senior management.
• Experience in engagement with key business and external partners across all levels (including senior levels) on behalf of the line manager and area.

Skills

• Computer literate (Advanced Excel, Word, PowerPoint and Sharepoint)
• Strong co-ordination, organisational and planning skills
• Excellent interpersonal, communication and networking skills
• Results orientated, pro-active and deadline driven
• High stress tolerance : Ability to operate under pressure
• Strong quality and client service orientation
• Sound analysis skills
• Professionalism, excellent judgement, use of discretion, prioritisation and problem solving abilities
• Ability to work and make decisions independently

Knowledge and Skills

Processing transactions and conduct simple calculations

Record keeping; filing and maintenance of databases

Maintain work standards and quality verification

Data Collection and processing of transactions

Procedures Knowledge

Personal Attributes

Plans and aligns - Contributing independently

Interpersonal savvy - Contributing independently

Communicates effectively - Contributing independently

Optimises work processes - Contributing independently

Build a successful career with us

We're all about building strong, lasting relationships with our employees. We know that you have hopes for your future - your career, your personal development and of achieving great things. We pride ourselves in helping our employees to realise their worth. Through its four business clusters - Sanlam Life and Savings, Sanlam Investment Group, Sanlam Emerging Markets, Santam, as well as MiWay and the Group Office - the group provides many opportunities for growth and development.

Core Competencies

Being resilient - Contributing independently

Collaborates - Contributing independently

Cultivates innovation - Contributing independently

Customer focus - Contributing independently

Drives results - Contributing independently

Turnaround time

The 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.

Our commitment to transformation

Sanlam