Personal Assistant to the Department Manager – SSPADM

Main job function

To provide full secretarial and administrative assistance services to the departmental manager and to maintain client service excellence

Perform General Office Administration:

• Readily assist admin manager with ad-hoc tasks as requested
• Manage front desk Switchboard for all departments between JHB & DBN branch.
• Collects and analyses relevant information to compile reports and file accordingly
• Ensures photocopier has sufficient paper and ink cartridge and replenishes as required
• Ensures all documents, corporate files and filing are always up to date and filed systematically so that information is readily accessible to relevant persons
• Opens new files for potential new clients and SLA record keeping
• Answers calls promptly and immediately forwards all messages taken
• Ensures messages are always accurate, up-to-date, and detailed before promptly handing out
• Filing is done on a daily or weekly basis
• Maintains updates and archives files in a structured and confidential manner and in line with due diligence, record keeping and standards
• Keeps copies of all policy records and contracts and ensures that copies are sent to clients
• Understands and aids in the required monthly broker budget (paid over) and minimum new client requirements

Record Keeping:

• Maintain an updated query register on all staff records
• Maintain client and company confidentiality
• Ensures relevant information is always kept confidential according to legislative requirements noted in the POPI act, FICA and FAIS
• Ensures electronic data is effectively captured, stored, maintained, and updated
• Liaise with the relevant consultants to ensure E-filing is maintained

Client Queries:

• Ensures that dealings and correspondence with clients are professional and diplomatic, whether in person, electronic medium or telephonically
• Collaborates with other parties to deliver a quality service to the client
• Promptly and effectively handles any queries that may arise
• Requests copy statements and tax certificates for clients when requested by Admin manager, broker, and relevant department
• Timeously refers any queries that cannot be answered to Admin manager
• Updates job knowledge by participating in educational opportunities, reading regulations and professional publications.

Claims Management Function:

• Forward claim form at client request
• Assists client to complete claim form correctly
• Ensures client returns correctly completed and signed claim form and supporting documents within contractual claim period
• Submit to the necessary provider
• Keep register and reporting system updated
• Liaise with Broker and client regarding outcome
• File on all library mediums

Reporting:

Submit weekly registers to Admin Manager and Stat consultant

 Education

• Matric

Experience

• Minimum 3 years relevant experience

 A Consultant will be in touch if you are shortlisted for the position. Please consider your application unsuccessful should you not have been contacted within 2 weeks. We will keep your CV on our database and contact you should you match the criteria of any other vacancies.