ASSUPOL

Office Administrator (Welkom)

Reference Number

Office Administrator: Welkom

Description

Render client services

Adhere to client service procedures: maturities, policy contracts, loan applications, cancellations, amendments, financial and general enquiries
Update client personal details and AIMS notes
Provide correct and accurate advice to clients on products and services (TCF)
Inform clients and update changes to their policy (TCF)
Liaise with relevant departments to gather information to resolve clients’ queries
Maintain required business retention rate
Handle all complaints and enquiries
Escalate complaints to Office Manager and Complaints Handling Officer
Follow complaints procedure
Handle all incoming calls and walk-in clients

Administrate Claims

Verify claims documents as per standard procedure
Assist clients with the completion of claim forms
Submit all claims received to Head office
Submit any outstanding documentation as per Head Office request
Keep claims register up to date

Advise clients on cancelations

Advise the client of the process and disadvantages of cancelation
Retain the policy by proposing different options (loan, partial surrender paid up)
Inform relevant Sales Manager of the intended cancelation for retention
As per clients request follow the standard cancelation procedure

Administrate demutualization process

Capture client information
Inform clients of status of their shares
Update clients information on Aims systems
Register and forward to Head office

Office Administration

Manage mail and fax
Prepare statistical reports
Communicate with office manage with regards to office logistics

Documentation and filing procedures

Keep record systems up to date
File and keep documentation for a period as required by the legislation

Process and administrate application forms

Check and validate application forms for quality control
Follow the capturing procedure
Send incomplete applications back to Office Managers
Process application form on system
Follow up on outstanding documentation with Office Manager
Liaise with New Business department on outstanding and provide feedback to Office Managers
Email scanned successful application forms to New business department
Capture a minimum of required policies per day

Send captured application forms to Head Office for archiving

Register successful applications
Send the original application form for tick off process
Follow up on all outstanding requirements from tick off

Requirements

FORMAL EDUCATION

Matric

TECHNICAL/ LEGAL CERTIFICATION

Recognized Qualification as per the FSB
RE 5
Registration as an Employee Representative (FSB)

EXPERIENCE

2 Years’ Experience in the Insurance Industry;
1 Year Client Services
1 years’ experience in data capturing
1 Years’ experience in: Category A, B, C and retail pension benefits (Advantage)

Work Level

Junior

Job Type

Permanent

Salary

Market Related

EE Position

Location

Welkom

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Administrator: Marketing Support & Sales Intelligence (Menlyn)

Reference Number

AMSSI: Menlyn

Description

Duties & Responsibilities:

Comply with FAIS Regulation

Comply with Marketing Sales Administration manual in accordance with legislative, industry and regulatory body requirements
Comply with FIT and Proper requirements for new recruitments
Update appointments and terminations on the FSCA register within required time frame
Conduct monthly checks and maintain Rep Register, Competence Register and compare records on the FSCA and MSA

Validate appointments of Representatives

Ensure that the numeracy, language and e-assessment results are received
Check if ID number is not blacklisted on MSA before proceeding with pre-approval checks
Pre-approve new appointments (Criminal, ITC, Fit & Proper Requirements & FSCA Register)
Supervisor to sign-off pre-approval feedback
Identify candidates eligible for training
Create a folder on the Marketing Admin and add the candidates eligible for training on the nomination list
Training list to be submitted by the Supervisor to the Regional Learning Administrator/ Regional Learning Facilitator.
Process issuing of contracts, supervision addendum, disclosure letters, appointment letters and FSCA and Assupol code of conducts to representatives
Process contract as per classroom training attended.
Appointment and disclosure letters to be signed-off by the Supervisor and Manager
Update the FSCA representative register and in-house systems
Coordinate bridging allowances to representatives within required due date and ensure that the correct bridging amount is provided.

Assist and support other departments with debarment process

Contribute in Identifying undesirable practices and report it to Manager or Compliance Officer
Assist with debarment and suspension of representative when found guilty
Remove debarred representatives from FSCA representative register and in-house systems and ensure that the commission indicators are removed
Liaise with the relevant departments for letters on termination of representative agreements and place on file
Provide Intermediary & Services with required documents for debarment process within 24 hours
Provide Forensics with required documents for investigations within 24 hours

Comply with Supervision Processes

Request monthly supervision reports from the Sales Manager
Send monthly reminders to the Sales Managers
Update supervision records on a continuous basis on in – house system and save the records on the S’drive in the representatives file
Prepare and pack supervision files for new representatives rendering services under supervision and courier to the respective Sales Manager.

Compliance and Audit

Provide the required documents within 24 hours
Actions to be implemented as per the set date

Record keeping

Maintain accurate and neatness of record keeping on all representatives.
Scanning and filing of representative agreements, addendums, recruitment documents, qualifications, MIE consent form credit & crim checks etc.
Send original files to Metro file in a box that is marked and update the Metro file list on the Marketing Admin SharePoint folder.

. Provide support to Sales Team

Emails to be attended to within the same day in a professional manner
Answer telephone calls within 3 rings
Check and respond to telephone calls within the same day

Requirements

Formal Education

Grade 12

RE5 (advantage)

FSCA recognized qualification (advantage)

Experience

3 years’ experience in Sales

2 year’s Sales Administration