Administration Manager (DB)
XPS Pensions Group
Chelmsford, GB
2d ago

Job description

We are currently recruiting for a qualified and ambitious Administration Manager for our Chelmsford Team with current experience in all aspects of Defined Benefits (DB) administration.

This role is a 12-month maternity contract.

Please note that we will consider flexible working arrangements for this role.

In 2019 XPS Administration has been awarded silver level accreditation by Investors in People, the international standard for people management.

Our range of pensions administration services include :

  • Scheme administration
  • Communication
  • Scam identification
  • Payroll services
  • Pension scheme accounting
  • De-risking projects
  • Technical consultancy
  • Main duties and responsibilities

    You will be involved in a wide range of administration, management tasks. As administration manager you will have prime accountability for the service delivery in terms of quality of member and client service and ensuring commercial considerations are also applied for an assigned XPS Administration client or clients as well as the day to day line management of the designated team.

    Key responsibilities may include :

  • Leading the provision of pension administration services for the assigned XPS Administration clients.
  • Overseeing day to day management of client relationships with trustees and corporate clients, and participation in trustee and client meetings where applicable.
  • Taking a proactive stance to gain an extensive knowledge of assigned client portfolio to ensure client confidence, credibility and trust.

    Reacting to clients’ needs in a positive manner, but maintaining the commercial interests of the business.

  • Active participation in XPS Administration’s marketing initiatives, new business activities, attending new business pitches and company events.
  • Seeking opportunities to generate additional income from existing client portfolio.

  • Providing expert advice solutions to pension queries and pensions consultative advice; keeping abreast of technical and legislative developments within the pensions industry.
  • Overseeing the management of annual and ad-hoc projects such as renewals, benefit statements, pension increases, trustees’ reports and accounts.
  • Ensuring projects are fully monitored and completed in line with customer and legislation requirements.

  • Involvement in the scrutinising of client work of other less experienced pensions administration team members. Signing out of ad-hoc and standard letters in response to customer queries.
  • Taking responsibility for all aspects of admin billing, in conjunction with Operations Manager and Client Manager. Ensuring all recorded admin time is billed or accrued by the monthly deadline, all chargeable work is correctly recorded on the time recording system and billed as soon as possible, and all bills are issued and payment received on time.
  • Disseminating information to team members on service delivery objectives and targets for assigned client portfolio.
  • Leading non-client activities, conducting internal audits, being alert to potential improvements in pensions administration processes, quality improvement and implementing changes.
  • Ensuring Governance tracking measures (for example central spreadsheets, error logs etc) are updated promptly.

  • Assuming responsibility for total workflow management for the designated team, including workload allocation, prioritisation and ensuring delivery in line with client expectations, legal timescales and service level agreements (SLAs).
  • Holding regular workflow meetings with team members to manage progress and resolve any issues.

  • Identifying team objectives or other necessary changes in line with business needs, and actively implements appropriate course of action.
  • Positively contributing to regular management meetings, implementing any recommendations or decisions made in terms of working practices, resourcing, efficiencies and dissemination of communications to more junior staff.
  • Formal staff management responsibilities including areas such as; conducting appraisals, setting individual and team objectives, handling HR, performance management issues and recruitment related activities as and where required.
  • Formal responsibilities for mentoring, training, coaching and developing of pensions administration team members. Ensuring adherence to company policies and working procedures.
  • Forging strong working relationships with other departments / teams both internal and external to the Company in order to provide a total service to our clients.
  • e.g. Pensions Accounts, Payroll, Administration and Business Support.

  • Ensuring the accurate updating on the time recording system for both chargeable and non-chargeable activities, enabling team and self to meet required utilisation and recovery targets, and providing encouragement to team to meet targets and objectives.
  • Reporting to senior management by exception.

  • Due to the changing nature of the business, the job holder may from time to time be required to undertake other activities of a similar nature that fall within their capabilities.
  • Essential

  • Able to demonstrate an expert knowledge of pensions administration activities and apply this knowledge to any scheme.
  • Previous pensions administration experience of Defined Benefit schemes including leavers, retirements, deaths, transfers, monthly processing and investment, benefit statements, renewals and pension increases.
  • This role is likely to appeal to individuals with c. 6-7 years + experience although not exclusive as all applications will be considered on an individual basis.
  • Thorough knowledge of pensions legislation framework and demonstrable ability to remain informed of changes to the framework.
  • Previous supervisory, leadership and management experience including performance monitoring, appraisals, recruitment etc.
  • Third party pensions administration experience preferred, although strong all round experience within an in house pensions department, which is not purely process driven will be considered.
  • Previous presentational experience is desirable to assist with client pitches, trustee meetings and account development activities.
  • Able to demonstrate a numerical aptitude evidenced by work related experience or academic achievements as listed below.
  • Previous project management experience would be required to perform pension administration project based work.
  • IT proficient, in particular Microsoft Word, Excel, Outlook & PowerPoint.
  • Skills, Abilities & Personal qualities

    In addition to the necessary experience, qualifications and academic achievements, the incumbent should be able to demonstrate the following key attributes :

  • Positive personal impact qualities such as leadership, influencing, credibility and empathy.
  • Effective management skills including awareness of management processes and motivation of staff.
  • Supports, motivates and coaches colleagues and shares knowledge to the benefit of the team and wider Company.
  • Excellent interpersonal abilities, able to forge strong working relationships with colleagues and clients.
  • A client focused approach, able to develop trusting and credible partnerships with clients both face to face and via the telephone.
  • Continues to seek ways of innovating and improving quality, service delivery and efficiencies in processes and procedures.
  • A high degree of professional integrity.
  • Self-motivated and enthusiastic approach to work, in particular taking responsibility for personal and technical continuous professional development.
  • Excellent organisational and planning skills, both of self and other team members. Capable of anticipating, resolving and owning problems, identifying solutions to management as and when required.

  • An ability to manage conflicting demands on ones time and able to work to tight deadlines in order to meet client and legal obligations.
  • Competent at delegating to ensure best use of resources.

  • Well-developed analytical and problem solving skills.
  • Sound decision making skills, safeguarding the interests of both client and Company.
  • Thinking beyond the immediate team when considering tasks and action as to potential impacts.
  • Well-developed commercial and business awareness, coupled with excellent negotiation skills.
  • Training / Education

  • Educated to a minimum of A Level or Degree or equivalent standard.
  • Ideally a minimum of three C grades or above at A Level or equivalent qualification.
  • Strong Maths and English GCSE or equivalent qualification - minimum grade B.
  • Significant progression with / or have completed a relevant pensions qualification e.g. CPC / QPA / DPC / RPC / APMI (applicants deemed qualified by experience’ would be considered).
  • Desirable

  • Marketing and new business activities.
  • Developing business contacts / relationships.
  • Experienced in writing tender documentation and contracts.
  • We offer an attractive reward package, including :

  • Competitive salary
  • Participation in Discretionary Bonus Scheme
  • A set of core benefits including pension plan, life assurance, employee assistance programme, 25 days holiday per year and access to a qualified, practising GP 24 hours a day, 365 days a year
  • A comprehensive range of voluntary benefits to suit your age and lifestyle including holiday trading, tech scheme, cycle to work scheme, dental cover, healthcare cash plan, critical illness cover, private medical cover for self and family, travel insurance and a broad range of discounts at hundreds of retailers.
  • The working week is Monday to Friday from 9am until 5.15pm (36.25) with 1 hour off for lunch. Flexible working arrangements for this role will be considered and can be discussed at interview.

    The successful candidate will need to demonstrate the following requirements :

  • Right to Work confirmation
  • DBS Disclosure check
  • Employment or educational references covering five years
  • Satisfactory credit check
  • XPS Pensions Group is an equal opportunities employer and positively encourages application from suitably qualified and eligible candidates regardless of sex, race, disability, sexual orientation, religion or belief.

    Please note we reserve the right to close our vacancies early.

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