MAIN JOB DESCRIPTION Will be responsible for assisting the Administration Team in their full administrative function.
Claims and Monthly Contribution Update checking and confirming. To ensure that all claims and monthly contribution updates are checked in line with the relevant checklists in place to maintain organisational standards.
These must be confirmed within the agreed 48-hour turnaround time.
Ensure that the contribution cashflows are checked and cleared monthly.
Weekly linking - To ensure that the linking report is cleared on a weekly basis and any issues are logged within 24 hours of identification.
Releasing of EFT payments for Claims / investments and expenses. Sign off on Investment / Disinvestment instructions.
Ensure that all payments are checked before final releasing. This carries a financial responsibility on each manager regardless of 1st or 2nd release as errors will negatively affect the organisation.
Turnaround time for releasing is the same day that payment is requested. To ensure that all investment / disinvestment instructions are thoroughly checked and actioned timeously within the agreed cut off times with accounts and the investment managers.
All workflows to be managed and cleared.
Section 13(a) monthly report and non-compliance reporting. Verify and sign off the section 13(a) report which has been compiled by the team.
The manager must ensure that the report is submitted to the PO / Monitoring person / Trustees as applicable by the 20th of each month.
The manager must ensure that the administrator notifies the non-compliant employers by the last day of the month. The manager must also ensure that the correspondence to each participating employer is saved according to protocol.
New Client Installations Clients need to be loaded as per the checklist and signed off by a senior manager or Head of department within 48 hrs.
The client must be loaded before we receive any contributions to prevent a delay in the update for the administrator.
Amend Risk and Administration expense on the system headers - update the system as required for changes to admin fees, risk rates, contribution rates or benefit structure changes.
This must be done before the change is in effect to ensure no delay in processing updates or claims.
Checking of Administration Report - To ensure that any report generated by or required from the administration department is correct and in the correct format and is submitted on time.
Team / Employer and System Queries - To ensure that any staff or system related query is attended to within 24 hours, if you cannot assist the matter must be referred to your HOD.
Year-end preparation and Audit Queries - ensure that any query raised by the accounts department pertaining to Audit preparation or queries raised by the auditor is responded to within 48 hours as agreed with the CEO.
Checking Claims stats Monthly the manager must check the claim stats held by the administrator, the manager must also ensure that monthly follow up is done by the team as per the KPA.
Client Retention - 100% client retention. Address client email / written concerns or queries within 24 hours of receipt.
Ensure that telephone calls are answered in a courteous and professional manner. Ensure that where a message is taken you return the member call within 24 hours from notification.
Industry Knowledge / Training - Understands and can apply the Rules applicable to the Funds administered by themselves.
Ensures that the staff in the team understand how to interpret and apply the rules applicable to their portfolios. Understands the impact of not following legislation and the Rules.
Can identify which processes and procedures that you or your staff require training on. To facilitate the training and assess the staff member after training has taken place.
In addition, look at ways to streamline and improve existing processes.
Monitor staff performance Monthly meetings with staff members to address issues on performance and training requirements.
Additional meetings with staff as required to assess and remedy performance related issues.
Quarterly KPA assessment to be conducted for staff members.
Must be process- and task-driven with a high level of attention to detail.
Must be able to take instruction and then work independently.
Logical thinker who is deadline driven.
Excellent communication skills.
Informed with regards to Industry / Legislation changes.
QUALIFICATIONS & EXPERIENCE
Microsoft Office Advanced level.
Relevant post-matric qualifications.
At least 10 years basic EB experience and 3 years EB management experience.
In-depth knowledge and experience of the Everest administration platform.