Personal Assistant MMH251125-5

Role Purpose

Ensure the smooth running of the business by providing effective administrative assistance to the line manager.

Requirements

Qualification

• Grade 12 or equivalent qualifcation (Essential)
• Office administration, secretarial or equivalent qualification (Desirable)

Knowledge

• Relevant business system (preferred)
• Computer literacy
• Knowledge of Microsoft Office
• Budget management

Experience

• 3-4 years' relevant experience (essential)
• Exposure to supporting a manager or team (desirable)
• Exposure to the insurance industry (desirable)

Duties and Responsibilities

Internal Process

• Proactively manage, coordinate and maintain the diary of the line manager.
• Coordinate all aspects of meetings, workshops and functions (venue logistics, catering) according to managers requirements, and within budget parameters.
• Administrative support for meetings and workshops (collate, compile and distribute agendas, presentations, minutes within agreed timeframes).
• Manage travel arrangements for manager, according to agreed business process and budget parameters.
• Manage incoming calls and correspondence (paper and electronic), responding independently where possible and in line with authorised judgement.
• Order and control refreshments, office supplies and equipment, ensuring enough stock is always available, in line with budget parameters.
• Ensure files (paper and electronic) are kept in order and easily accessible by manager.
• Prepare and check invoices and arrange for payments to ensure adherence to requirements and Service Level Agreements.
• Ensure office equipment is regularly maintained by relevant service providers.
• Monitor and respond to incoming communication on behalf of line manager, where appropriate, ensuring efficiency and timeous response.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within agreed Service Level Agreements.

Client

• Provide authoritative, expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.

People

• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development.

Finance

• Manage and reconcile expenses in line with allocated budget and within defined policy guidelines.
• Contribute to the financial planning process within area.
• Identify opportunities to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.

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