Employee Benefits Administrator

Job Title/Function: Employee Benefits Administrator
Position Type: Temporary
Department: Fund Operations
Date of distribution: 23 February 2024
Closing date: 07 March 2024
Apply: recruitment@mifa.org.za

JOB PURPOSE

To work with a team of administrators to achieve and maintain a high level of service, by processing all
section 14 transfers, section 37D claims and Withdrawal claims accurately, efficiently and within the time
standards. Optimizing operational efficiency in ensuring compliance with Sec13A and FSCA Conduct
Standard 1 of 2022 by maintaining high data quality. Establishing a good relationship with all stakeholders in a professional manner which aligns with the company values. To deliver on the objective of the company.

JOB DESCRIPTION
Administration of S14

• Manage and promptly respond to all emails received in the central mailboxes.
• Identify all members with section 14 transfer notification and flag them accordingly.
• Ensure that all section 14 registers are updated accurately and in a timely manner.
• Submit completed documents to relevant parties such as transferee funds, board of trustees,
  valuator, and the FSCA.3
• Coordinate with the FSCA, administrators, and company personnel as needed.
• Prepare payment schedules for transferee funds.
• Prepare requests for payments of transfers out.
• Request for payments and schedules for payments.
• Prepare and submit final payment schedules (indicating employee and employer split) and proof
  of payments to the transferee fund.
• Allocating transfer values to member’s records.
• Communicating with all stakeholders verbally and in writing.
• Resolving all queries and requests raised by administrators and the FSCA.
• Participate in training sessions on FSCA requirements and process improvements.
• Maintain updated progress reports and submit them to the claims manager according to business
  standards.
• Sending member benefits statements to intermediary/administrator to supply member
  statements for both Section 14 in and out transfers.
• Carry out any additional tasks and responsibilities delegated on an ad hoc basis.

Administration of Section 37 D

• Analyze the compliance of Section 37D divorce orders from non-member spouses.
• Verify if maintenance court orders comply with the Pension Funds Act.
• Assess whether notifications meet withholding requirements.
• Flag and unflag member records based on potential pension interest claims or maintenance
  orders.
• Ensure court orders align with the provisions of Section 7(8) of the Divorce Act 70 of 1979.
• Enforce valid court orders within prescribed timeframes.
• Ensure divorce/maintenance orders are settled before benefit payouts to members.
• Advise parties on amending non-compliant orders before proceeding with payments.
• Request necessary divorce and maintenance documents from members or non-member spouses.
• Collaborate with the Operations Team in assessing the enforceability of fraud, maintenance, and
  divorce orders.
• Provide confirmation or request further information as needed.
• Assist with flagging and delegating claims.
• Draft legal responses to stakeholders upon management request.
• Liaison with all departments on compliance and regulatory matters.
• Prioritize reports related to executed work.
• Maintain and update the Section 37D Control with new cases.
• Attach all correspondence to member records in Everest, including record updates.
• Ensure member records are flagged accordingly.
• Evaluate employer claims for compliance with Section 37D requirements.
• Assess fraud cases for the presence of AOD and/or SAPS case numbers.
• Respond to recipients confirming document enforceability and advising on missing requirements.
• Guide employers on alternative legal avenues if claims don’t comply with Section 37D(1)(B)(ii).
• Verify member housing loan status.
• Secure verbal and written member consent for all fraud cases.
• Obtain correct employer banking details for timely fraud claim payouts.
• Ensure accuracy of member details, employer numbers, fund membership, and IDs.
• Achieve SLAs for withholding matters processing and thorough claim assessments.
• Liaise with employers regarding incomplete information submissions.
• Confirm withdrawal amounts with members and check statements for coercion signs

Administration of Withdrawals

• Proactively contact members to gather outstanding documentation and update case notes in
  the administration system.
• Calculate accurate benefit amounts based on plan rules and member eligibility.
• Secure tax directives from SARS as required for claim processing
• Prepare payment requisitions for timely and accurate benefit disbursement.
• Verify member bank details through established procedures to ensure correct benefit payment.
• Upload all relevant documentation to member -records for clear and complete claims records.
• Conduct thorough system checks prior to claim processing to ensure compliance and adherence
  to policies issues to appropriate parties.
• Effectively delegate tasks to assist with claim processing and resolution within established
  timeframes

Administration of Contributions and Data Management

• Responsible for Optimizing operational efficiency in ensuring Section13B compliance and
  maintain high data quality.
• Responsible for contributions receipt administration, by reconciling member records,
  contributions allocations and ensuring employer compliance to Pension Fund regulations
  around contribution receipt and data sharing.

Customer Service and query resolution

• Attend to all email and internal and external telephonic enquiries.
• Assist the consultants and Call Centre to resolve queries.
• Resolve customer queries effectively or alternatively, escalate unresolved queries for resolution
  in accordance with operational goals and standards.
• Executes activities to ensure customer service delivery that meets or exceeds customer
  expectations aligned to Treating the Customer Fairly (TCF) principles.
• Draft legal responses to any stakeholder as and when requested by Management.
• Attend to telephonic queries from members and/or MIBCO staff.
• Liaise with all departments on compliance and regulatory matters.
• Attending to walk-in members and non-members

Record Keeping

• Attach all email correspondence to the member’s Everest record.
• Record all appropriate member notes on member’s Everest record.

Relationship Management

• Build and maintain relationships at all levels with service providers and internal departments to
  enhance organizational effectiveness and efficiency.
• Use your best endeavours to properly conduct, improve, extend, develop, promote, protect, and
  preserve the business interests, reputation and goodwill of the company

MINIMUM REQUIREMENTS

• 3 year Diploma/Degree
• Minimum of 5 years EB Administration experience.
• Experience in processing Section 14 transfers, section 37D claims, withdrawals claims, contribution
  and data management processes.
• Minimum of 2-years Retirement Funds Claims experience (Withdrawals; Ill Health; Death;
  Retirements; Unclaimed; Surplus, Divorce, maintenance and withholding matters.
• Experience and understanding of financial calculations (e.g., tax- and tax-free portions)
• Retirement Fund Administration (S14 transfers, Divorce Act, Maintenance Act, Income Tax Act, etc.)
• Must be familiar and have knowledge and understanding of the section 14 transfers and ROT and have the relevant experience.

KNOWLEDGE AND SKILLS

• Knowledge of POPIA
• Good knowledge of Section 14, section 37D claims, withdrawals claims, contribution and data
  management processes
• Knowledge of Everest system will be advantageous.
• Knowledge of FICA and FAIS
• MS Office Suite – Word & Excel
• Good understanding of the Retirement Fund Administrator Business requirements
• Good understanding of the rules of funds and how they are applied in situations.
• Knowledge of TCF principles
• Knowledge of Employee Benefits Industry products and legislation.
• Rules of funds administered.
• Knowledge of the Pension Funds Act, more specifically Section 13A, 14 & Section 37 A, C & D.
• Computer Literacy
• Telephone Etiquette
• Time Management
• Exceptional verbal and written Communication Skills
• Excellent numerical skills with attention to detail and accuracy
• A self-starter who can work independently with minimal support but who can also work in a team
  environment.

Applications received after the closing date will not be considered, and if you don’t hear from us within
2 weeks after the closing date, kindly consider your application as being unsuccessful.

All the best with your applications