SUMMARY:
Divisional Manager - Employee Benefits - Group Administration - Everest IT Support Specialist

POSITION INFO:

Our client, a dynamic Financial Services Provider,  is seeking to employ a Divisional Manager – Group Administration reporting to the Executive General Manager. Strong Everest background, supporting staff members

Purpose:

1. To manage the Group Administration Team in providing technical administration support, system support and legislative support to the entire administration team, SA and Africa.
2. 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 their business functions in all the countries where the Company provides administration services.
3. Identify and mitigate/ manage the risk in administration.
4. Oversee the system development and changes

KPAs / Key outputs

1. 1.   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, the Company’s 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 the Company i.e. compile transition project plan, engage with transfer or 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.

1. 2.   STAFF MANAGEMENT

LEADING

• 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 team’s effort
• Show sensitivity to individual’s needs through listening and empathy
• Manage staff in terms of the Company’s disciplinary code

STAFF DEVELOPMENT

• 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’s /Client SLA time and quality standards are being adhered to at all times
  • Ensure that the Company’s/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

1. 3.   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

1. 4.   TECHNICAL SUPPORT

• 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

1. 5.   TEAM WORK

• 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.

1. 6.   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

1. 7.   KNOWLEDGE

• 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 Company 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

1. 8.   PERSONAL DEVELOPMENT

• 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

1. 9.   COMMUNICATION

• 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

Short listed applicants will be called for interviews and be assessed for competency.

NB! This job is now closed. You can apply for other jobs by uploading your CV.