Deputy Administration Manager

Salary Description:
Competitive + Benefits
Location Description:
Job Role:
Pensions Administration Manager, Pensions Administrator, Pensions Consultant, Other
Employment Type:
Contract Type:
Application Deadline:
29th July 2019
XPS Pensions Group
Job Ref:

Key responsibilities & accountabilities

You will be involved in a wide range of pensions administration, management and consultancy tasks. As Deputy Administration Manager you will support the Administration Manager in ensuring the service delivery in terms of quality, profit and sustainability for an assigned XPS Administration client portfolio. Also:

  • Overseeing the management of annual and ad-hoc projects for all schemes on the team such as renewals, benefit statements, pension increases, lifestyling, trustees’ reports and accounts.
  • Scrutinising the client work of other less experienced pensions administration team members.
  • Monitoring accuracy performance and SLAs for the team, including activity and client performances, and taking action to ensure targets are met.
  • Liaising with Administration Manager regarding appraisals and regular catch up meetings. Conducting some mentoring meetings with staff on probation.
  • Attending and actively contributing ideas to deputy administration manager meetings.
  • Disseminating information to team at regular meetings.
  • Helping identify any training needs across the team and assisting with developing and mentoring team members.
  • Supporting, motivating and coaching colleagues to the benefit of the team.
  • Seeking ways of innovating and improving quality and efficiencies in processes and procedures.
  • Anticipating, resolving and owning problems, identifying solutions to management as and when required.
  • Preparing, checking and issuing administration bills.
  • Updating internal change control and other schedules and spreadsheets as required.
  • Ensuring breaches, errors and complaints logs are promptly completed and regularly reviewed.
  • Assist in recruitment process including interviews.
  • Deputise at Administration Manager meetings when necessary.
  • Take part in marketing and new business activities including completing tender responses, attending pitches and presenting at site visits.
  • Providing expert advice solutions to pensions queries and pensions consultative advice.
  • Attend trustee meetings
  • Provide guidance to senior team members on fees to quote for ad-hoc projects/service upgrades.
  • Sign out non-standard letters in response to client and member queries.
Knowledge & experience

  • Able to demonstrate an expert knowledge of pensions administration activities and can apply this knowledge to any scheme.
  • Previous pensions administration experience of Defined Benefit (DB) and Defined Contributions (DC) schemes including leavers, retirements, deaths, transfers in, transfers out, monthly processing and investment, benefit statements, renewals and pension increases.
  • Experience of current pensions legislation and framework is essential, especially the regulatory requirements of the various Pensions and Finance Acts which impact on pensions administration.
  • Previous supervisory or workflow management experience is required ideally 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 prospect pitches and trustee meetings.
  • Able to demonstrate a numerical aptitude evidenced by work related experience or academic achievements as listed below.
  • IT proficient, in particular Microsoft Word, Excel, Outlook & PowerPoint.

Training, education & qualification

  • 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 within a relevant pensions qualification e.g. CPC/QPA/DPC/RPC/APMI (or applicants deemed ‘qualified by experience’ would be considered).
Skills, abilities & personal qualities 

  • Positive personal impact qualities such as leadership, influencing, credibility and empathy.
  • Effective management skills including awareness of management processes.
  • An eagerness to take on responsibility and adopt a flexible approach when work pressures are high.
  • Ability to manage conflicting demands on ones time and able to work to tight deadlines.
  • Able to delegate work priorities to less experienced staff.
  • Capable of anticipating, resolving and owning problems, identifying solutions to management as and when required.
  • Self-motivated and enthusiastic approach to work, in particular taking responsibility for personal and technical continuous professional development.
  • Well-developed analytical and problem solving skills, and sound decision making skills, safeguarding the interests of both client and Company.
  • Understanding impact beyond the immediate team when considering tasks and actions.
  • Continues to seek ways of innovating and improving quality, service delivery and efficiencies in processes and procedures.
  • Well-developed commercial and business awareness, coupled with excellent negotiation skills.

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