Contracts Administrator and Executive Professional Assistant at Discovery Limited

Key Purpose

• To provide high-level administrative support including contracts administration and executive professional assistant duties.

Areas of responsibility may include but not limited to

• To provide administrative and organisational support to the Head: Legal and Ethics and Chief Medical Officer. This will include assisting with document control and management and assisting with internal and external enquiries/requests for documentation.
• To serve as the secretariat for the Dispute Committee.
• To manage the entirety of the contract management process for the Scheme.
• To act as a gatekeeper of Executives’ time by effectively coordinating and organising meetings, including notification to prospective attendees, set-up pre- and post-meeting correspondence, meeting minutes and records, and any required follow-up needed thus ensuring the Executive remains sufficiently accessible, while keeping him/her on track with the daily objectives.
• To effectively monitor work to ensure compliance with established methods, guidelines, standards and procedures by organising and storing both electronic and hard-copy information and records. and implement record retention policies and procedure thus ensuring the effective management of a knowledge database.
• To manage and coordinate travel, function, event and related administration for Executives in line with the procurement policy and procedures.
• To develop and care for relationships with the relevant key Scheme’s stakeholders, including its outsourced partner, in consideration of the role played by such stakeholders in a highly complex environment and to always uphold the Scheme’s Values and their associated behaviours.
• To render support to any other Executive of the Scheme as and when required

Personal Attributes and Skills

• Knowledge of modern methods of office administration.
• Excellent organisational and time management skills.
• Excellent interpersonal and business communication skills, knowledge of business correspondence formatting as well as knowledge of proper English usage, spelling, grammar and punctuation.
• Professionalism in providing stakeholder and personal services. This includes stakeholder needs assessment and meeting quality standards for services.
• Experience in coordination of people and resources.
• Working knowledge and understanding of tools, concepts, methodologies and processes of quality assurance.
• Knowledge of identification, administrative and management of risk processes
• Knowledge and understanding of the Executives’ responsibilities to support and ensure that they are met.

Education and Experience

Essential:

• Grade 12
• Meaningful experience as a legal secretary / paralegal
• 5 years’ of progressively responsible secretarial and administrative work
• 5 years’ providing support to senior and/or executive level management
• Experience in contract management administration

Advantageous:

• Exposure to project management and/or administration