Job Description

JOB PURPOSE
Provide administrative support and assistance to internal and external
stakeholders. Produce, update and provide best practice support on a wide
range of MS documents, databases and other departmental systems to support
the work of more senior colleagues. Assist with general administration and
collation of data as required from time to time.
RESPONSIBILITIES
Data Collection & Analysis
Accurate collation and analysis of information for submission to external parties
and audits. Ensure accurate recording of information on any systems used
internally or by external parties.
Assist in setting up and maintaining administration processes.
Operational Compliance
Develop working knowledge of the organization's policies and procedures and of
regulatory codes and codes of conduct relevant to own work, adhering to
mandatory procedures to ensure own work is undertaken to the required
standards.
Document and Data Management
Create, organize and maintain files containing the correspondence and records
of a senior colleague.
Client & Customer Management
Help manage clients by carrying out standard activities and providing support to
others.
Stakeholder Engagement
Effectively build and maintain relationships with both internal and external
stakeholders and partners.
Ensure effective service delivery to meet stakeholders' needs within specified
SLA's.
Provide ad hoc project support within the department.
Work Scheduling and Allocation
Organize own work schedule in order to get the job done.
Personal Capability Building
Develop and maintain excellent process or technical skills by participating in
assessment and development planning activities as well as formal and informal
training and coaching.
BEHAVIORAL COMPETENCIES
Ensures Accountability
Holds self and others accountable to meet commitments. For example, accepts
responsibility for own work, both successes and failures. Handles fair share and
does not make excuses for problems. Usually meets commitments to others.
Manages Complexity
Makes sense of complex, high quantity, and sometimes contradictory information
to effectively solve problems. For example, looks at complex issues from
multiple angles; explores issues to uncover underlying issues and root causes;
sees the main consequences and implications of different options.
Action Oriented
Takes on new opportunities and tough challenges with a sense of urgency, high
energy, and enthusiasm. For example, identifies what needs to be done and acts
quickly. Shows optimism and enthusiasm that affects others positively. Works
independently, but knows when to ask for help.
Optimizes Work Processes
Knows the most effective and efficient processes to get things done, with a focus
on continuous improvement. For example, pursues, explores, and develops ways
to ensure own work is as effective as possible within all relevant processes.
Shares an analysis of process problems with stakeholders; discusses how to
resolve the issue.
Customer Focus
Builds strong customer relationships and delivers customer-centric solutions. For
example, probes deeply into customer needs to identify less obvious interests or
expectations. Consistently goes above and beyond to understand customer
requirements and surpass their expectations.
Communicates Effectively
Develops and delivers multi-mode communications that convey a clear
understanding of the unique needs of different audiences. For example, listens
attentively and takes an interest. Keeps others well informed; conveys
information clearly, concisely, and professionally when speaking or writing.
Balances Stakeholders
Anticipates and balances the needs of multiple stakeholders. For example,
ensures that own efforts meet the needs and requirements of internal and
external stakeholders. Works to identify all relevant issues and satisfy the
interests of multiple stakeholders during the decision-making process.
Collaborates
Builds partnerships and works collaboratively with others to meet shared
objectives. For example, readily involves others to accomplish goals; stays in
touch and shares information; discourages "us versus them" thinking; shows
appreciation for others' ideas and input.
Plans and Aligns
Plans and prioritizes work to meet commitments aligned with organizational
goals. For example, outlines clear plans that put actions in a logical sequence.
conveys some time frames. Aligns own work with relevant workgroups. Takes
some steps to reduce bottlenecks and speed up the work.
Being Resilient
Rebounds from setbacks and adversity when facing difficult situations. For
example, skillfully handles disruptions, obstacles, and emotional or stressful
situations and nevertheless makes steady progress; seeks insight into the
situation, reduces tensions, and finds optimal solutions. Swiftly recovers from
significant setbacks.
SKILLS
Data Collection and analysis
Work independently and provide technical guidance when required on how to
analyze data trends for use in reports to help guide decision making.
Data Management
With guidance, acquire, organize, protect and process data to fulfil business
objectives accurately.
Planning and Organizing
Work independently and provide technical guidance when required on how to
plan, organize, prioritize and oversee activities to efficiently meet business
objectives.
Review and Reporting
With guidance, review and create relevant, lucid and effective reports.
Policy and procedures
Work independently and provide technical guidance when required on how to
develop, monitor, interpret and understand policies and procedures, while
making sure they match organizational strategies and objectives.
Verbal and Written Communication
Use clear and effective verbal communications skills with guidance to express
ideas, request actions and formulate plans or policies.
Action Planning
Develop appropriate plans or perform necessary actions with guidance, based
on recommendations and requirements.
Computer skills
Support business processes independently by understanding and effectively
using standard office equipment and standard software packages, while
providing technical guidance as needed.
General Education

• Grade 12/ SAQA Accredited Equivalent
• Diploma in Compliance or Degree in the Law(Advantageous)

General Experience

• 2 or more years' experience in an administrative role dealing with compliance administration.
• General administration services and data collation experience.

ADDITIONAL INFORMATION
*SAQA Accredited Equivalent - it is the onus of the applicant to provide 1Life and its subsidiaries with certified evidence that their qualification(s) meet the equivalent NQF level required for this role at time of application. *Financial Sector Conduct Authority (FSCA) competency requirements: FAIS recognised qualifications / Regulatory Examinations / Class of Business Certification and / or CPD according to your DOFA (where applicable). As a registered Financial Service Provider, we are mandated to ensure that all our representatives are and remain fit and proper at all times. By applying for this role, you consent to having your relevant qualification and or accreditation or confirm that you are working towards meeting the competency requirements. You further consent to the relevant information being verified.