Fund Installations and Configurations Specialist

Designation: PP4337 - Fund Installations and Configurations Specialist

Category: Ops & Admin - OF6310

Posted by: Alexander Forbes

Posted on: 22 Apr 2025

Closing date: 09 May 2025

Location: Sandton

Purpose Of The Job

To ensure smooth and efficient daily operations of a business unit. The specialist's responsibilities may vary depending on the business area ensuring optimizing processes, tracking of work output and procedures to achieve maximum efficiency, and ensuring deliverables are met. 1. To ensure delivery of quality service after reviewing specific tasks to our internal and external clients 2. Enhance procedures in line with standardisation, impact, and purposeful end to end processing of the value chain

Overview

Education

• Grade 12 (Matric) Essential
• Post Graduate Management and Commercial Qualification at an NQF level 7 or Higher - Recommended
• 5 years industry experience minimum - Essential
• Extensive Alex, Khanya, Compass, Bytes system experience at level 8/ supervisor/ 5B Key responsibilities

Fund administration (Standalone and Umbrella funds)

• Action and perform quality assurance checks on Monthly billing (Compass payroll and normal billing)
• Action and perform quality assurance checks on claims processes (if required) Line of business system configuration
• Action and perform quality assurance checks on Fund Rule, Rate and IPS changes on a daily basis across lines of business systems within required timelines. This will require the ability to analyse fund rules/ policies and the existing fund structures in order to determine what changes need to be made and how Fund installations and system conversion functions (all types across all lines of business systems)
• Action Installation of schemes:
• Umbrella Schemes
• Standalone Schemes
• Surplus Schemes
• Bulking Schemes
• Pensioner Payroll Schemes

Actively source and analyse required documentation and information required for the completion of the installation/ conversion.

Ensure installation/ conversion checklists and project plan are maintained and distributed in line with Branch procedures and controls and that tasks are managed and delivered timeously. Overdue tasks must be clearly explained to the client

Determine areas of risk from a process and legal perspective for Alexander Forbes and Client/ Fund, based on finding from analysis of rules, policies and fund practices. Discuss risks with LSD and risk departments internally as well as with Client and Consultants and determine way forward to onboard/ convert the client and close risks and gaps

Prepare, chair and drive internal and external meetings ensure agendas are prepared and distributed in advance and meeting action items are summarized and distributed

Prepare for and present to Clients/ Consultants/ Principal Officers the status of installations and/ or conversions and separately, company procedures and controls (Client/ Trustee Meetings)

Projects and Adhoc Tasks

• Initiate/ Own/ Manager delivery on adhoc tasks and/ or projects as and when require

Decision making

• Ability to work under pressure (high stress tolerance).
• Pro-active / Take initiative

Problem solving and decision making

• Analyse information and select best solution from a range of alternative solutions.
• Verbal communication and written communication (reports, procedures, memos, contracts)
• Must be able to solve problems or make decisions making reference to Manuals, Company policies and procedures, External/Internal resources, Legislation/case law, General practise within statutory funds

Leadership

• Lead the Operations team in the execution of their duties and ensure that a high performance culture is encouraged while they demonstrate the SERVE Leadership Values

SLA management

• Implement measures to provide pro-active management information and SLA information as per agreement and frequencies and timelines.
• Ensure SLAs are met and early detection of possible breaches

Service standards

• Weekly, Monthly, Annual, Bi-Annual, Quarterly reporting across all admin processes and systems
• Run monthly batches and resolve any discrepancies
• Stats consolidation- ascertain service level standards that have not been met. Address any concerns and/ or delays
• To check and act upon all risk reports (where applicable)
• Clear Emails and queries in line with service standards
• From time to time, you may be required to perform other related duties and functions that may be reasonably expected of you given your position and the operational requirements of the Company

Systems and reporting

• Ensure all reporting is delivered as per agreed timeline
• Monitor systems and manage up time
• Conduct user acceptance testing on lines of business systems for any new system development and/ or configuration/ system upgrades

Operational team training

• Provide all theoretical and technical training and support for all levels of staff within the Branch (new and existing), as required, across all functions within the team:
• Design and development of training material - facilitators guide; learner guide as per expected standard
• Perform training of staff at all levels, as required
• Develop written/ electronic assessments
• Conduct training assessments
• Provide support to staff at all levels in order to drive output and achieve targets
• Train staff on processes and procedures and admin presentations to enable training to new clients

Client Training

• Provide process and procedural training to new Clients Payroll and Human Resources on Alexander Forbes administration procedures and processes.

Operational and financial success

• Minimize expenses in line with Branch standards and limits & eliminate E&Os

Quality Assurance

• Ensuring the Legislative and SLA/SLS are being adhered to
• Ensuring the output produced are of the highest quality
• Living the zero error culture and impacting on the elimination of E&Os
• Ensuring training sessions are attended, assessments are completed within the required timelines and pass rates are achieved

Stakeholder relationship

• Establish strong, trust-based relationships with internal clients, external clients and other teams within AF.
• Drive customer loyalty and retention through excellence in customer service support as well as a detailed understanding of the client and all aspects of the client and the market the client operates in.
• Demonstrate the ability to assimilate all sources of information on the client and generate a cohesive and comprehensive plan that will mutually benefit the client and AF in line with TCF.
• Work collaboratively with other departments to coordinate client interactions and resolutions to their needs.
• Communicate effectively with our clients to resolve issues without escalations and ensure client expectations are met. Where escalations and complaints do arise, ensure these are dealt with within required timelines and standards
• Develop and maintain excellent business relations with new clients
• Meeting with internal Legal Services Department for high complexity issues
• Meeting with Consultants and Actuaries (internal and external) as may be required to ensure work delivery and output

Customer experience, TCF, POPIA and Financial Crime Centre

• Manage customer experience at all touch points
• Implement the 6 TCF ways in daily operations. Ensuring that the TCF values are top of mind in all dealing with internal and external clients
• Embed the requirements of POPIA into the team in so far as it applies to the processes performed