ADMINISTRATION ASSISTANT

LOCATION: LONDON

This career opportunity is available at Santam Syndicate 1918 for an Administration Assistant, who will be based in the UK & have right to work in the UK.

WHAT WILL YOU DO?

The Administration Assistant will be responsible for providing proactive administrative and operational support, along with general office coordination, to select Syndicate executives. This position will work closely with and support the Chief of Staff.

Key Responsibilities:

Executive Support:

• Travel and Expense arrangements
• Assisting with travel and accommodation
• Follow up on claim/payment queries when needed.
• Forging strong relationships with internal staff and managers.
• General diary management
• Prepare briefing materials for meetings and appointments
• Draft, proofread, and edit correspondence, reports, and presentations
• Handle confidential information with utmost discretion
• Prepare project documentation and presentations for stakeholders when required.

Internal Marketing Initiatives and Campaigns:

• Arranging office functions / team buildings and meetings
• Assisting with co-ordination of Townhalls and/or Staff or Broker events
• Actively identify opportunities to support and enhance internal marketing initiatives
• Help manage relationships with marketing agencies and vendors
• Help create training materials for the department
• Support the creation and distribution of marketing and branding materials

Financial Management:

• Loading of invoices and making payments through the JDE system
• Process and track expenses, including receipt reconciliations
• Manage invoice processing and payment approvals

Office Management:

• General administrative support, including reception duties
• Office Health and Safety where needed
• Support on IT matters, alerting external IT support where needed.
• Receive, sort, and distribute post and deliveries; arrange couriers, travel, and accommodation when needed.
• Support document control, maintain office supplies, and ensure reception and office areas are presentable.

Team Support and Communication:

• Provide day‑to‑day administrative support to the team, ensuring smooth communication and workflow
• Maintain team calendars, schedule meetings, and coordinate internal appointments
• Act as a central point of contact for general queries and information requests
• Assist in onboarding new team members

QUALIFICATIONS AND EXPERIENCE:

• Minimum 3–5 years’ administrative experience
• Relevant administrative qualification or diploma
• Basic understanding of marketing concepts
• Ability to handle confidential information with discretion
• Proactive problem‑solving skills and strong attention to detail
• Demonstrated ability to take ownership of tasks and follow them through to completion
• Proven initiative, with a proactive approach to work rather than a reactive one
• Flexibility to adapt to changing priorities and work effectively under pressure
• Experience in event planning and coordination

COMPETENCIES AND SKILLS:

• Organisational Skills – ability to prioritise tasks, manage time effectively, and keep workflows running smoothly.
• Attention to Detail – ensuring accuracy in documents, data entry, and administrative processes.
• Communication Skills – clear and professional verbal and written communication internally and externally.
• Proactive Approach – anticipating needs, taking initiative, and resolving issues before they escalate.
• Ownership & Accountability – taking responsibility for tasks and following them through to completion.
• IT & Systems Proficiency – confident using Microsoft Office applications, databases, and digital tools.
• Customer Service Orientation – delivering helpful, responsive support to colleagues, clients, and stakeholders.
• Problem‑Solving Skills – ability to assess issues quickly and identify practical solutions.

PERSONAL ATTRIBUTES:

• A self-starter with ability to initiate action and be proactive
• To have strong organisational and time management
• Ability to collaborate with all stakeholders – internal and external
• Ability to manage upwards and influence
• To have strong attention to detail
• To have a client and outcomes focus
• To be flexible and adaptable

WHO WE ARE:

Santam syndicate 1918 is a new wholly owned and capitalised entity of Santam Insurance, the largest insurance company in South Africa with a 107-year heritage. 1918 is strategically important in expanding and developing Santam’s international footprint, through access to the London market talent, distribution network and Lloyd’s global insurance and reinsurance licenses.

Our syndicate is a London managed and run business, with a strong, experienced leadership team, focused on underwriting discipline, whilst allowing our teams to feel empowered and accountable for their actions.

We are building a collaborative team where underwriting, claims, actuarial and other functions work closely, to help achieve superior underwriting results.