Senior Administration Specialist

Let's Write Africa's Story Together!

Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description

The role includes the following responsibilities:

Administration Deliver:

• This role functions as a subject matter expert in a specific field of administration / product / process / compliance / regulation.
• Often acts as a point of escalation and liaise with internal stakeholders to ensure resolution.
• Could act as an expert resource on major projects or could be accountable for the delivery of projects within the division or BU.  
• May act as a coach for Specialist staff (if required).
• Often consulted for system enhancements.  
• Advises on system enhancements and testing.
• Ensures first time resolution of all client queries received.
• Daily process and clear workflow queues.
• Processing of all client instructions pertaining to Individuals, Trusts and Corporates.
• Perform Client Risk Assessments in line with AML and FATCA regulations.
• Perform Client Due diligence in line with FICA requirements.
• Remediate client information upon trigger events.
• Perform Security calls.
• Utilise problem solving skills to resolve complex queries.

Quality Assurance:

• Adheres to service and quality standards.
• Performs quality checks on own work.
• Strong attention to detail and organisational skills.
• Continually looks for ways to improve the Adviser/Client Experience by streamlining processes.

Personal Effectiveness

• Accepts and lives the company values.
• Accountable for service delivery through own efforts.
• Collaborates effectively with others to achieve personal results.
• Individually accountable for managing own time, tasks and output quality for periods of 1 day to a maximum of 3 months.
• Makes increased contributions by broadening individual skills.

These responsibilities offer an overview of the role and are not confined or restricted solely to what is listed.

Qualifications and Experience required:

• Matric essential.
• Tertiary qualification advantageous.
• Knowledge of Power Query/Excel Advance.
• At least 5 years’ experience in financial services/stock broking in a client engagement and technical processing/administration role.
• International Business and offshore investments knowledge.
• Highly structured individual, and is able to plan appropriately for short-, mid- and long-term activities.
• Agile in being able to prioritise multiple and meet critical deadlines.
• Individual that has an innate pattern-spotting ability to look for and identify anomalies, resolves them and determines immediate and long-term steps to rectify the instance, the data and the process.
• An individual who is determined to drive things through to completion in a deliberate manner.
• Thorough knowledge and understanding of the various entity structures and their requirements.
• Able to handle large volumes of data.
• Tax knowledge insofar as it pertains to share portfolios and corporate actions.

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

ResponsibilitiesAdministration

Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.

Correspondence

Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.

Data Collection and Analysis

Collate and analyze data using preset tools, methods, and formats. Involves working independently.

Insights and Reporting

Contribute to the preparation of various data and analytics reports.

Document Preparation

Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.

Business Meetings/Events Arrangement

Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.

Work Scheduling and Allocation

Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.

Operational Compliance

Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.

Procurement

Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.

Budgeting

Track budgets and report variances to more senior colleagues.

Personal Capability Building

Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Skills

Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Digital Literacy, Executing Plans, Management Reporting, Numerical Aptitude, Oral Communications, Report Review

Competencies

Decision QualityDirects WorkEnsures AccountabilityManages ComplexityOptimizes Work ProcessesPlans and AlignsTech Savvy

Education

NQF Level 3 & NQF Level 2 - Below school leaving

Closing Date

05 March 2025 , 23:59

The appointment will be made from the designated group in line with the Employment Equity Plan of Old Mutual South Africa and the specific business unit in question.

Old Mutual Limited is pro-vaccination and encourages its workforce to be fully vaccinated against Covid-19.

All prospective employees are required to disclose their vaccination status as part of the recruitment process.

Please refer to the Old Mutual’s Covid-19 vaccination policy for further detail. Kindly note that Old Mutual reserves the right to reinstate the requirement to vaccinate at any point if it is of the view that it is imperative to do so.

The Old Mutual Story!