Company Secretarial Co-ordinator at Santam Insurance

What will you do?

• A position of a Company Secretarial Coordinator exists within Santam Corporate Services, based at our Head Office in Cape Town. 
• To coordinate the activities of the Group Company Secretarial office relating to the Santam Ltd Board, the Board Committees, the Boards of Trustees, Santam Ltd's QBR and Group Exco. It also includes the administrative support requirements of the Group Company Secretarial office. 

What will make you successful in this role?

• To co-ordinate and perform quality checks of all submissions to Santam Ltd’s governance structures (e.g. Santam Ltd Board, the Board Committees, the Boards of Trustees, Santam Ltd’s QBRs and the Group Exco, etc.) including publishing submissions on Diligent timeously. 
• Prepare extracts from Minutes (resolutions) as and when required
• Facilitate correspondence internally and externally; 
• Coordinate, update and maintain key deliverables (i.e. managing Board and Board Committee Actions Lists including updating responses from business/internal stakeholders, etc.
• Co-ordinate the annual effectiveness assessments of the Board Committees and Heads of Control Functions, etc.)
• Drafting monthly/quarterly Agendas of meetings in alignment with the governance structures’ Annual Work Plans (i.e. in preparation of e.g. Santam Ltd Board, the Board Committees, the Boards of Trustees, Santam Ltd’s QBRs, the monthly Group Exco meetings, etc.) 
• To maintain and update the Company Secretarial registers (e.g. List of Key Persons registry, Company Secretarial related PA Submissions, CIPC records, the Group’s Price Sensitive/Affected Key Persons registers, the Santam Group’s Governance Deviations registry, etc.)
• To maintain and update Santam’s Corporate Calendar obo the Group CEO and Group Company Secretary 
• To maintain and coordinate the Board of Directors’, Board of Trustees and Group Exco’s Quarterly Declaration of Interests submissions and the Fit & Proper Assessments.
• Fielding queries / complaints / enquiries etc. on behalf of the Group Company Secretariat’s dept and liaising with the relevant internal stakeholders to formulate an appropriate response.
• Co-ordinate and assist with the Group Company Secretarial statutory audit requirements.
• To manage and oversee the Group CoSec shared drive (i.e. the central repository of information relating statutory records, board packs etc – e.g. share certificate filing, updated share registers, CIPC/official company records such as CoRs, appointment letters, attendance registers, etc.). Ensure that all information is kept confidential. 
• To render general administrative and CoSec support duties (e.g. stationery orders, flight bookings, logistics of meetings, bookings of facilities/venues, catering, screening telephone enquiries, processing of invoices, assisting with drafting appointment letters, presentations etc.)

Qualification and Experience

• Tertiary qualification (e.g. diploma) 
• A minimum of 5 years’ experience as an administrator in a financial services and/or legal and compliance environment 

Knowledge and Skills

• Knowledge relating to legal and compliance related documentation, general Minute taking, recording/documenting resolutions/decisions taken, drafting attendance registers, etc. 
• Organisational and problem-solving ability. 
• Attention to detail
• Excellent written and communication is required.
• Computer literacy: PowerPoint, MSWord, Excel, Adobe, Diligent or an equivalent Board e-platform/s
• Excellent planning, organisational and time management skills
• Strong administrative skills
• Professionalism
• Client Service Orientation
• Dedicated and able to work under pressure and able to multi-task.

Core Competencies

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