Purpose of the job:
To provide full secretarial and administrative assistance services to the departmental manager and to maintain client service excellence.

Responsibilities:
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.
• Collect and analyse relevant information to compile reports and file accordingly
• Ensure photocopier has sufficient paper and ink cartridge and replenish as required
• Ensure all documents, corporate files and filing are always up to date and filed systematically so that information is readily accessible to relevant persons
• Open new files for potential new clients and SLA record keeping
• Answer calls promptly and immediately forward 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
• Maintain, update and archive files in a structured and confidential manner and in line with due diligence, record keeping and standards
• Keep copies of all policy records and contracts and ensure that copies are sent to clients
• Understand and aid 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
• Ensure relevant information is always kept confidential according to legislative requirements noted in the POPI act, FICA and FAIS
• Ensure electronic data is effectively captured, stored, maintained and updated
• Liaise with the relevant consultants to ensure E-filing is maintained
Client Queries:
• Ensure that dealings and correspondence with clients are professional and diplomatic, whether in
person, electronic medium or telephonically
• Collaborate with other parties to deliver a quality service to the client
• Promptly and effectively handle any queries that may arise
• Request copy statements and tax certificates for clients when requested by Admin manager, broker and relevant department
• Timeously refer any queries that cannot be answered to Admin manager
• Update job knowledge by participating in educational opportunities, reading regulations and professional
publications.
Claims Management Function:
• Forward claim form at client request
• Assist client to complete claim form correctly
• Ensure 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.