Job Description:
Dictaphone Typist
Engineering,
Dictaphone Typist and Administrator

1.Purpose

To contribute to the attainment of branch goals by providing timely and accurate support to the Loss Adjuster, in administrative, clerical and value adding functions.

2.Reporting Lines

Within the organisation

Reports to Branch Manager.

Day to day management by Adjuster.

Outside the organisation

Contact with clients, service providers and claimants as required.

3.Key Responsibilities

Typing, Formatting of Documents and Data Entry:

Completes full data entry and management of data into Claimflow and produces typed documentation via dictation and / or editing and formatting of draft documents, within agreed set time frames while maintaining a high level of quality, security and presentation.

Clerical & Administrative:

Provides general office clerical and administrative support in areas such as the following:

Data collation, accurate registration of claims, filing, photocopying, printing of claim presentations and technical documents, monitoring and saving of emails
All travel arrangements, via liaison with travel agent
Maintain and update diary for adjuster
Arrange and facilitate meetings, internally and externally
Timeous preparation and submission of Bill Requests and invoices, and timely submission of invoices to Clients, preparation of WIP review and Accounts Receivables
Population and submission of Expense Claims
Manage own client relationships (at administrative level)

Value Adding:

Reviewing / reading of draft reports, to facilitate language review, formatting and ensuring company standards are consistently implemented
Free up time for the Loss Adjuster by taking over various tasks, which are identified on an ad-hoc basis by the Loss Adjuster
Populating spreadsheets with claim data / information
Limited analysis of data, by use of graphical means, inserting data into Google Earth, taking basic measurements within Google Earth

Professionalism

Co-ordinates workload effectively by successfully prioritising tasks on urgent, important and other classifications, applying rational thought processes to daily tasks, managing adjuster’s timesheet information and completing all work in accordance with the Companies' quality and service level standards. Project a professional Company image through in-person and telephonic interaction.

4.Authorities

Any work-related expense requires full prior approval of the Branch Manager before being incurred.

Knowledge and Skill Set Requirements

Knowledge of Microsoft Office(Intermediate Level for Excel, Word and Powerpoint). Good telephone protocol. Computer literate with the ability to learn new software applications. Duties require professional verbal and written communication skills in English, with attention to detail. Working knowledge of various Google based services, such as Earth, Maps, Drive, Docs, Translate.

Be able to carry out basic internet research, such as company background information, products and services searches.

Salary: 22 000 - R25 000 per month, benefits included.