To manage the Group Administration Team in providing technical administration support, system support and legislative support to the entire administration team, SA and Africa.
Oversee the management of business processes, procedures, policies and documentation such that these are in place and current to the administration requirements per country, ensuring consistency in how the company conducts its administration functions thereby mitigating risk in all our business functions in all the countries where were the company provides administration services.
Identify and mitigate / manage the risk in administration.
Oversee the system development and changes
KPAs / Key outputs
MANAGE THE PRODUCTIITY / OPERATIONS OF THE TEAM
Generate a weekly, monthly and annual operation plan for the team incorporating all deliverables. Review the plans to ensure all deliverables are met.
Plan for and allocate resources optimally
Ensure all productivity targets are met in line with set timeline, of the companys processes, procedures and standards to specific legislation, business requirements and client service provider agreement
Check all work is checked, accurate, in accordance with the relevant legislation and business requirements
Ensure all system changes / development whether initiated by the administration team, service provider, legislation, etc.
is properly researched, discussed with administration and accounts (where necessary), logged with ICT, tested, implemented, communicated to the administration team, issue "newcasts" of changes and implications, test in QA environment and in the live environment once implemented on the live environment before the users are exposed to these.
Oversee all transitions of funds out of the company are conducted in line with transition project plan, in line with the legislative requirements and accurately and on time.
Responsible for the accurate transition of all new Funds into of the company, i.e. compile transition project plan, engage with transferor fund and all related parties and complete the transition accurately and on time.
Ensure all objectives as indicated above are met, accurately and within the required timeline
Assist the administration team where required, including normal administration work
Ensure all documents, such as claim forms, letters, benefit statements are available to administration in the most current format at all times
Compile and manage the budget for the department such that the budget is not exceeded and at point.
Lead by setting a positive example to the staff
Motivate staff to deliver their best at all times
Give recognition and credit to staff for their contribution to the teams effort
Show sensitivity to individuals needs through listening and empathy
Manage staff in terms of the compays disciplinary code
Monitor and supervise the performance of staff, through weekly scheduled meeting with them
Assist all reporting compile their own daily, weekly, monthly and annual plans and monitor the prioritizing of their plans such that these ensure deliver of your plan
Identity training needs of all staff (both your staff and all of administration) on an on-going basis :
Nominate and motivate your staff for technical and skills training using e learning
Provide on-job training where required to your staff and all of administration
Conduct workshops in respect of changes, in procedures, legislation, system changes, etc. to all of administration as required or requested
Follow-up on both technical and skills training completed, to ensure opportunities exist for the transfer of knowledge and skills into the working environment
Conduct Staff Performance Appraisals for all staff quarterly
Assist with the recruitment and selection process for new staff to be
employed within the section
Keep staff informed of matters which affect them
Identify specific skills of staff so that these skills can be used effectively for the benefit of the Division
Delegate work effectively and constructively
Follow- up on all instructions given to staff and work delegated to ensure accurate and timeous completion
Monitor quality and quantity of work of all staff members to ensure that the company / Client SLA time and quality standards are being adhered to at all times
Ensure that thecompany / Client SLA agreed standard procedures and controls are being followed
Share knowledge and experience with all reporting staff, to assist in their individual development
Identify and deal with all disciplinary issues timeously and accurately
MANAGE CUSTOMER / STAKEHOLDER RELATIONSHIPS
Handle and solve customer complaints effectively, internally and externally
Partner with internal customers in the company as a group
Compile standard administration manual and maintain current at all times
Be responsive to clients needs and follow up on commitment to client
Think ahead and anticipate client needs
Ensure that all agreed deadlines are met
Provide clients with training, e.g. online claim forms, E-contributions, ASK, administration manual / guide
Provide technical backup for clients and staff, as and when required
Assist with the setting up of new funds, in lined with fund rules
Authorize / approve work as and when required in accordance with set standards and procedures
To promote a team spirit within the section to :
Develop a harmonious working environment
To encourage staff to assist colleagues within the team when the volume of work demands assistance
Encourage a healthy working relationship among the various divisions, i.e. admin, accounts, actuarial, consultants and other divisions, etc.
PROBLEM SOLVING AND DECISION MAKING
Anticipate and identify potential problems and recommend practical solutions to Senior / implement same
Research and interrogate information to give well considered and thought out recommendations to Senior / implement same
Interrogate system matters and provide solutions / liaise with ICT and system provider to ensure accurate and on time solutions are provided
In depth knowledge of all related legislation, fund administration, what they are, how they work, rules, policies, procedures standards and service provider agreements.
Knowledge of the companys products and services systems, processes and procedures.
Administration and accounting system knowledge
Industry understanding of legislation Pension Fund Act, Tax Laws, POPIA, NCA, Assurance Act, etc. in respect of all countries
Ensure all instructions are clearly understood, and timeously act on such instructions
On an on- going basis, identity opportunities to improve own knowledge, skills and ability
Prepare for own appraisal by initiating discussions with Senior on personal performance on an on- going basis
Carry out agreed self- development / training action plan
Act on constructive criticism and direction from Senior
Adopt an innovative approach to tasks and take action before being requested to do so by Senior, or being forced to by events
Be willing to put in extra effort when required and display the will to succeed despite obstacles
Communicate appropriately with internal / external clients
Keep Senior informed, on a regular basis, on important matters
Liaise with Senior, Fund Consultants to ensure timeous and accurate client feed back is provided