Job Description

The role holder will be responsible to ensure the smooth running of the department and that deadlines are met through providing effective and efficient administrative support and assistance to relevant managers/team leaders.

Key Tasks & Accountabilities

Effective general office administrative

• Perform typing duties as requested by manager; when required, compile and type up minutes of meetings
• Answer departmental calls politely and professionally and ascertain which staff member customers wish to speak to
• Accurately route telephone calls to the correct extension and/or politely notify callers when the extensions are not available/engaged
• Determine the priority of calls and ascertain whether callers wish to hold, leave a message or have the call transferred to another member of the Department
• Print all necessary departmental reports according to department deadlines and forward timeously to manager
• Do filing for area of responsibility and ensure files are kept in order and are easily accessible by authorized personnel
• If required within role, update external stakeholder.
• Complete attendance registers for area of responsibility

Effective office support

• Remain calm under pressure
• Plan ahead to ensure housekeeping standards are maintained
• Oversee housekeeping functions and escalate any problems to manager
• Co-ordinate meetings as per manager request, ensuring refreshments are timeously provided and necessary catering arrangements are made
• Organize visitor parking and collect visitor from reception timeously and professionally
• Keep track of departmental birthdays, occasions and events and respond appropriately (e.g., sending out an email when someone is in hospital / sending flowers and cards)
• Ensure maintenance of the department

Effective ordering of consumables and maintenance of equipment

• Receive request for stationery or determine need for stationery and order consumables on the Buy-it system
• Send e-mail to Printing Department when required to order stock; check allocations to cost center and forward to manager for sign-off
• Ensure orders are correct and arrive timeously
• Ensure stationery cupboard is locked at all times
• Identify equipment problems and report to relevant person for resolution
• Supervise maintenance and sign for work completed by maintenance staff
• Organize new work stations/changes to work stations by notifying relevant person and ensure completion prior to deadline

Relationship

• Brokers
• Clients
• Internal departments

Qualifications & Experience

• Matric or equivalent
• Approximately five yearsxe2x80x99 experience in a team assistant role

Competency

• Attention to detail
• Customer service orientation
• Oral and written communication
• Planning and organising
• Teamwork
• Work standards

Bryte Insurance