INTRODUCTION
To provide administrative support to the Office of the Principle Officer to ensure the effective and efficient running of the office and to assist in providing key support to the Scheme in the execution of the overall strategy.

JOB FUNCTIONS
Administration, Coordinator

SPECIFICATION
-Work with the Principal Officer to prioritise an agenda and focus on the most important issues and opportunities.
-Develop, maintain and update the Principal Officer’s annual meetings planner.
-Oversee and coordinate the Principal Officer’s meetings and preparation and ensure that all logistics, minutes and relevant agendas and material are provided.
-Oversee, coordinate, and assist with administrative duties such as, receiving telephone calls, correspondence and emails and flagging them as required.
-Prepare non-routine and routine correspondence, and proofread relevant documents before circulation.
-Perform special projects as directed by the Principal Officer, including the review, research, summarisation and analysis of information.
-Attend key meetings with the Principal Officer with the purpose of ensuring follow-up and execution on identified actions.
-Coordinate the Principal Officer’s travel program, itineraries and related logistics.
-Research and collate data for special reports on behalf of the Principal Officer.
-Provide input and formulate business presentations in consultation with the Principal Officer.
-Manage the Principal Officer’s portfolio of goals and objectives.
-Treat information and documentation as private and confidential, and only disclose to any parties through the Principal Officer’s approval.
-Reconcile the Principal Officer’s credit card statements and other expenses, prepare the report accordingly and submit to Finance for processing.
-Provide input into the development of the departmental strategy and work plan.
-Collating updates on the strategy from Executives and reporting on progress.
-Work with the Principal Officer to strategize and manage a portfolio of relationships.
-Respond to routine queries and escalate higher- level requests to the Executives, as required.
-Investigate and resolve all escalated queries directed to the Office of the Principal Officer in a professional, efficient and timeous manner and provide weekly feedback to the Principal Officer.
-Provide member/provider/broker with accurate information on the scheme rule/benefit/protocol.
-Provide support on the Organisation’s special projects, campaigns and events.
-Provide support to the Principal Officer with regards to personal matters
-Prepare the agenda, coordinate presentations, capture minutes and follow up on matters arising for Executive and Management Committee meetings.
-Provide support with Board and Board Committee meeting preparations, including logistics and relevant material, when required.
-Allocate funds for projects in the Office of the of the Principal Officer in consultation with the Principal Officer.
-Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
-Support and provide evidence to all internal, external and ISO audit requirements.
-Maintain quality risk management standards in line with the requirements from ISO9001:2015.
-Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
-Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the Organisation’s reputation.
-Uphold the image of the office of the Principal Officer in all interactions with stakeholders.
-Coordinate the flow of information, providing a central point of contact for internal and external customer’s Organisation queries and/or complaints.
-Represent and participate in the organisation’s committees and tasks teams when required.
-Convene and attend meetings and present findings to relevant stakeholders when required.
-Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.
Requirements

KNOWLEDGE
-Relevant legislation and regulatory frameworks
-Technical problem-solving
-Record management
-Events coordination

SKILLS
-Verbal and Written Communication
-Conflict Resolutions
-Presentations
-Project Management
-Negotiation
-Numerical Analysis
-Minute taking
-Typing
-Microsoft Power Point

ATTRIBUTES
-Decision Making
-Task Complexity
-Task Variety
-Span of Control
-Depth of Control
-Coordination
-Authority
-Level of Accountability
-Reporting Level

EXPERIENCE
-5 Years Executive Assistant
-Experience at serving C suite executives

QUALIFICATION
-B-Degree Administration

Closing date: 23 October 2020