Job Description

Full job descriptionThe roleThis exciting opportunity is available within Strategic Partnerships (a department of Santam Partnership Solutions) at our Alice Lane (Sandton) or Bellville (Cape Town) office.What will you do?The incumbent will play a key role in supporting the Head of Strategic Partnership and his team. The incumbent will be required to handle highly confidential documents and information requiring utmost discretion.What will make you successful in this role?Administrative supportExpense management for the team. This includes monitoring budget spend including the preparation of the budget and handling budget related queries, preparing and lodging expense accounts and claims for payment and administrative purposes.Gathering information and conducting background research, follow-up, preparing of summaries, basic analysis as and when requiredOffice 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. 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.Function organizing and management, such as strategic sessions and various team events, including venue hire and all logistical aspects and catering associated with such events.Managing and actioning incoming email, often corresponding on behalf of the manager, if needed.Screens phone calls, enquiries and requestsAssist with Ad hoc requests as needed by the team Travel Co-ordination:Co-ordinate travel arrangements for Head of Strategic Partnerships team as neededEnsure adherence to Santam group travel and procurement policies Assist with team communication initiativesMinuting meeting action items, track progress and follow up on deliveryResponsible for maintaining the team intranet (Sharepoint and MS Teams) site with updated documents, policies, communication, team detailDistribution of all team communicationArrangement of team engagement sessions and functionsMaintain team contact list General AdministrationMaintain 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 arrange introductory meetings