Administrative Assistants play a crucial role in ensuring the smooth operation of departments within an organization. At the Road Accident Fund (RAF) in South Africa, the Administrative Assistant within the Claims department is tasked with a variety of responsibilities that demand precision, organization, and an adherence to compliance standards.
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Key Responsibilities
1. Compliance Administration
Maintaining compliance within the Claims department is vital. The Administrative Assistant is responsible for:
- Keeping detailed and up-to-date documentation related to departmental activities.
- Ensuring all processes align with internal policies and standards.
- Staying informed about changes in internal standards and business objectives to ensure all activities meet the required control measures.
2. Office Coordination
Efficient office coordination ensures that the department functions seamlessly. Duties include:
- Following up on outstanding matters to ensure timely resolution.
- Handling requests promptly and ensuring all inquiries are addressed within the set timelines.
- Managing stationery supplies and ensuring their availability within the department.
- Verifying the accuracy of submitted documents and information for proper processing.
- Keeping departmental systems and registers updated.
- Identifying and reporting any duplicate documents or requests to prevent redundancy.
- Allocating reference numbers and ensuring accurate document capture across systems.
- Assigning tasks to appropriate team members and drafting letters to stakeholders as required.
3. Meeting Support
Meetings are integral to the Claims department’s operations. The Administrative Assistant aids in:
- Arranging meetings and ensuring all logistics are handled efficiently.
- Taking minutes during meetings and distributing them according to governance standards.
- Maintaining a register to track unresolved issues and meeting resolutions.
- Scheduling appointments with internal and external stakeholders as needed.
4. Document and Records Management
Proper document and records management is essential for organizational efficiency. Responsibilities include:
- Administering records management in line with the RAF filing plan.
- Keeping the filing system updated and ensuring the availability of information.
- Retrieving requested information promptly and maintaining document confidentiality.
- Acknowledging receipt of documentation, applying file number allocation, recording data into the system, and filing appropriately.
Qualifications and Experience
Qualifications
- A Matric or Grade 12 certificate is required for the role.
Experience
- A minimum of one year of experience in an administrative or similar environment is necessary.
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Core Competencies
Behavioural Competencies
- Planning, Organizing, and Coordinating: Ability to effectively plan and organize tasks.
- Personal Mastery: Demonstrates self-management and professional development.
- Emotional Wisdom and Decision Making: Makes informed decisions while managing emotions.
- Ethics and Values: Adheres to high ethical standards.
- Client Service Orientation: Dedicated to providing exceptional service to clients.
Technical Competencies
- Computer Literacy: Proficiency in MS Word, Excel, and PowerPoint.
- Administrative Skills: Strong ability to manage administrative tasks efficiently.
- Information Access: Skilled at retrieving required information promptly.
- Writing Skills: Excellent writing ability for drafting communications.
- SCM Processes Understanding: Basic knowledge of Supply Chain Management processes.
- Financial Acumen: Fundamental understanding of financial principles.
Conclusion
The role of an Administrative Assistant in the Claims department of the Road Accident Fund is multifaceted, requiring a combination of organizational skills, compliance knowledge, and interpersonal abilities. By excelling in these areas, an Administrative Assistant ensures the efficient functioning of the department, contributing to the overall success of the organization.
