Consultant Assistant – Employee Benefits – Cape Town

SUMMARY:
Our client, a dynamic Employee Benefits Provider based in Cape Town seeks to employ a Consultant Assistant. Candidates must have matric with at least two years’ experience in the same or similar role.

POSITION INFO:

KEY PERFORMANCE AREAS

Section 14 Control

• Keeping an updated register for the respective funds
• Updating a register on a bi-weekly basis
• Preparing e-mail communication in respect of Section 14 applications (internally and externally) for final checking by the Consultant before sending off
• Initiating a Section 14 application from notification by administration of a transfer – which includes the collation of the standard documentation requirement from administration (checked by Consultant) then e-mailing actuarial department with a request for the preparation of the application based on the aforementioned information obtained from administration (checked by the Consultant)
• Updating register with the above and diarising to follow up with actuarial department within 7 working days for completed and signed application
• Preparing communication for submission of the above application to the BOT including a deadline to respond (checked by Consultant)
• Diarising a response from the BOT and doing the necessary follow-up
• Updating the register and referring any queries to the Consultant for assistance of clarification.
• Applications received from Transfer of Funds – same process followed as per above
• FSB queries relating to applications – update on register and discuss with Consultant to confirm the way forward – diarise to ensure response provided before 30-day period (from date of letter) expires
• FSB approvals to be communicated as soon as possible on receipt thereof to ensure that payment and matching data is finalised and provided within the 60-day period
• Form B3 and Form G to be compiled and completed and checked (by Consultant) for submission and/or placed on record within the required period.
• Ensuring that register is correctly and full updated to provide feedback to Client as and when needed

Assisting and monitoring the Monthly Planning within the Department

• Assist with monthly planning in respect of Consultants’ preparation for BOT and Sub-Committee meetings (year plan)
• Collate all information required for the Agenda Papers (in consultation with Consultant)
• Ensure that the notice board is updated on a monthly basis, highlighting the meetings etc for the month.
• Check Agenda Papers with Consultant for correctness and arrange for the final version of the master to be taken to the printers (prepare the necessary cover note and supply the correct number of annexures, etc.) this must be checked by the Consultant)
• Prepare the cover letter and envelopes for the distribution of the packs
• When required – deliver the packs personally.

Assisting Consultant with minute-taking on an ad-hoc basis

• Assist Consultant at Local Advisory meetings with recording of Minutes to enable Consultant to focus on meeting.

Controlling the general filing in the department

• Ensuring that the Compliance files per Fund is regularly updated/monthly or as needed
• Ensure that ad-hoc filing per Consultant is on=going.

Maintaining the Minute Book/Registers per Client

• Ensuring that the Minute Book is kept up to date for meetings (including the Minutes, Attendance Registers and any resolutions taken between meetings).
• Ensuring the Trustees Registers are regularly and accurately updated
• Ensuring the FICA documentation is on file as per the latest Trustees Registers
• Ensuring the Training Register is up to date.

Typing

• Typing of general correspondence to clients and internal correspondence, as well as file notes, minutes of meetings, reports and facsimiles
• Preparation and printing of slides from basic outline provided and arranging layout
• Ensure typing and all documentation produced is proof read and spell-checked prior to approval and distribution

Secretarial

• Recording and conveying messages including time of call, name of person, organisation representing and contact telephone number) to appropriate persons
• Maintain a data base of all clients and service providers (physical addresses, postal addresses, telephone numbers, e mail addresses and facsimiles)
• Update the above data bases as and when required

Confidentiality

• Maintain strict confidentiality pertaining to client information.

Compliance and client records (FICA, POPI, PPI etc.

• Ensuring and managing compliance and Fund and Client level in line with FSCA and other legislative and Company compliance requirements

Keeping Fund and Client Records Up to Date

• Ensuring and managing client and Fund records to ensure that it is up to date at all times, as well as assisting Consultants with reporting to clients, Funds or management.

Any Other Support, Tasks and Assistance required for the Department or Consultants

• To be available for any other support, tasks and assistance required for the Department and Consultants

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