Job Description

• The incumbent will play a key role in supporting the CPM CoE team, by working closely with its management team and the incumbent will be required to handle highly confidential documents and information requiring utmost discretion.

Accountabilities

• Administrative support Activities:
• Allocation of Underwriting referrals using CRM D365 to the CPM CoE Underwriting team and subsequent collation of monthly and bi-annual statistics for review & performance monitoring purposes.
• Performing administrative processes for the delivery of CPM Renewal terms, which includes management of control sheets, navigating various systems to collect required information, consolidation of information and allocation of renewal tasks.
• Collation of underwriting reporting for presentation at regional engagement sessions.
• Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when required.
• Office asset management and maintenance of asset register for the team (e.g. laptops). This includes stationary management (inventory maintenance and requisition), maintaining of office systems, data management and filing, organograms and mailing and teams lists.
• Diary management and managing the teams leave planning in MSteams “Shifts”. This includes
• timeous and accurate scheduling of meetings ensuring that venues and appropriate facilities have been arranged as needed as well as following up on diary requests to ensure appropriate and constructive allocation of time.
• Event management, such as strategic sessions and various team events; venue hire and all logistical aspects including catering associated with such events
• Managing and actioning incoming email as delegated, corresponding on behalf of the management team as contracted.
• Stand in for CPM Head Administrator as required.
• Assistance on ad-hoc requests as determined by the management team.
• Travel Co-ordination:
• Co-ordinate travel arrangements as determined by the management team
• Ensure adherence to Santam group travel and procurement policies
• Assist with team communication initiatives
• Minuting matters arising from team meetings and action items, tracking progress and following up on delivery
• Responsible for maintaining the teams’ intranet requirements (SharePoint, Confluence and
• MS Teams) site with updated documents, policies, communication, and other team details.
• Distribution of team communications.
• General Administration
• Maintain access to specific systems on instruction from authorised individuals (e.g. to budget system)
• Administrative support for new employee appointments which includes arranging access to systems, computer equipment, parking and introductory/ induction meetings
• Administrative support for staff resignations to ensure all aspects of our HR policy are adhered to as they pertain to retrieve of SANTAM owned equipment such as laptops, 4g cards and the like
• Ensure that office area is in order/ neat; ensuring that maintenance is arranged when required.

Qualification

• Matric
• Relevant tertiary qualification would be a plus

Requirements

• Microsoft Excel & Power Point affluent
• Project and/or process management skills
• Matric
• Administrative support capabilities

Experience

• Preferably 3 years’ experience as an Administrative/Personal Assistant in a corporate team
• and/ or responsible for supporting senior management
• Evidence of experience in engagement with key business and external partners across all
• levels (including senior levels) on behalf of the line manager and area is recommended

Skills

• Computer literacy and efficiency (Advanced Excel, Word, PowerPoint and Sharepoint)
• Ability to self-teach and master Confluence and MS Teams
• Strong co-ordination, organizational 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
• Confidentiality
• Ability to ‘think-out-of-the-box’ / lateral thinking
• High initiative/self-starter/proactive and anticipates requirements
• Professionalism, excellent judgement, use of discretion, prioritization and problem-solving
• abilities
• Ability to work and make decisions independently
• Attention to detail

Competencies

• Collaborates
• Client focus
• Drives results
• Flexibility and adaptability
• Cultivates Innovation
• Planning and organizing
• Situational adaptability
• Interpersonal savvy
• Stakeholder management
• Manage complexity