Administrative Assistant at Santam Insurance

What will you do?

A position for an Administrative Assistant for the Commercial Underwriting Business Support team (CUBS) is available and will be based in Auckland Park. 

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

What will make you successful in this role?

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. 
• End-to-end facilitation of the Commercial Underwriting Technical Underwriting assessment processes. 
• Administrative support in the delegation of Mandate authorities.
• 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.

Travel Co-ordination:

• Co-ordinate travel arrangements as determined by the CUBS management team
• Ensure adherence to Santam group travel and procurement policies

 Assist with team communication initiatives

• Minuting matters arising from CUBS 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.
• 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 Commercial Underwriting Head of department and Manco personal assistant as required
• Assistance on ad-hoc requests as determined by the CUBS management team

Qualifications and Experience

• Matric
• Relevant tertiary qualification would be a plus
• Microsoft Excel & Power Point affluent
• Project and/or process management skills 
• 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

About the company

Santam is the market leader in the general insurance industry in Southern Africa. We are a large, diversified, expanding and transforming company and whilst based in South Africa, we are rapidly moving into a number of emerging markets, both in Africa and Asia. 

Our success is rooted in our passion for our clients and everything we do is centered on our delivery of Insurance Good and Proper. We’re about people. People drive our business so it follows that we want to recruit the best people possible whether they work for us permanently or for a short time as temporary employees. 

At Santam we are committed to transformation and embracing diversity. This commitment is what drives us to achieve a diverse workplace with employment equity as a key goal to create an inclusive workforce, representative of the demographics of our society. In achieving our employment equity goals we give preference to applicants from the designated groups in alignment with the Divisions Employment Equity targets.

Core Competencies

• Cultivates innovation - Contributing independently
• Customer focus - Contributing independently
• Drives results - Contributing independently
• Collaborates - Contributing independently
• Being resilient - Contributing independently