Job description. Terms of reference. November Date: 2 November Job title: Vacancy reference: Team/business unit: Base location:

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1 Job description November 2015 Terms of reference Date: 2 November 2015 Job title: Vacancy reference: Team/business unit: Senior Pensions Administrator PS15182 Pensions Administration Defined Contribution team Base location: Reporting line: Responsible for: External contacts: Budgetary responsibilities: Wokingham; you may be required to undertake such travel as may be reasonably necessary for the proper performance of your duties Administration Team Leader Day to day work priority management of pensions administration staff at Associate and Associate II levels and assisting team leader with appraisals Scheme members and beneficiaries, trustees, relevant government departments, employers and third party intermediaries n/a

2 Job purpose summary To provide an effective and efficient pensions administration service to PS Administration clients, whilst participating in achieving team objectives and actively contributing to the overall objectives of the Company. The successful individual will play a key part in the overall success of the Company. Key responsibilities & accountabilities Performing all intermediary and complex pensions administration and project related tasks, including taking day to day responsibility for an assigned PS Administration s client portfolio. Key responsibilities include: Managing day-to-day activities of staff to ensure efficient and effective delivery of client work to agreed deadlines to comply with legislative and clients requirements. Acting as a key member of the pensions administration team, providing support to the assigned team leader and where applicable, deputising for team leader when absent. Day to day management of client relationships with trustees, scheme members and corporate clients, acting as first point of contact where applicable, taking a proactive stance to gain an extensive knowledge of their assigned client portfolio. Project managing projects such as renewals, benefit statements, life assurance, PHI and lifestyling/investment switches. Handling any data processing and administration tasks, ensuring projects are fully monitored and completed in line with customer and legislation requirements. Ensuring standard documentation is scheme specific, and incorporating them into existing procedures. Preparing for and where appropriate participating in trustee meetings. Handling complex pensions queries and pensions consultative advice. Performing complex manual benefits calculations. Producing ad-hoc and standard letters to final letter standards in response to customer queries. Managing ad hoc projects and exercises, e.g. bulk mailshots to scheme members. Updating relevant pensions administration databases and systems. Maintaining scheme control files. Monitoring, delegating and co-ordinating workflow, reporting regularly to team leader on progress and issue management. Monitoring on going procedural developments and implementing changes to procedures where required. Checking of work completed by more junior staff at associate and associate II levels, including calculations, correspondence, reports and data updates. Informal training and mentoring of more junior members of the team. Assisting in appraisals and the recruitment process where required, as well as supporting team leader in general HR, induction and performance issues. Contributing to technical sub-committees (TSC) and technical administration discussions. Providing possible assistance to the team leader in the billing process. Keeping abreast of technical and legislative developments within the pensions industry. Working closely with other departments/teams both internal and external to the Company in order to provide a total service to our clients. E.g. Pensions Accounts, Payroll, Administration Support and ITM (3 rd party IT software provider). Ensuring the accurate updating of time recording system (Virtual Office) for both chargeable and nonchargeable activities and meeting required utilisation targets and assisting team leader in ensuring more junior staff record chargeable hours correctly. Due to the changing nature of the business, the job holder may from time to time be required to undertake other

3 activities of a similar nature that fall within their capabilities. Competencies This section describes the experience, education and skills necessary for the role (at the lowest level that is necessary for full & effective performance). Knowledge & experience Able to demonstrate a thorough knowledge of pensions administration activities and can apply this knowledge to any scheme. Previous pensions administration experience of Defined Contributions (DC) schemes including leavers, retirements, deaths, transfers in, transfers out, monthly processing and investment, benefit statements, renewals and lifestyling/investment switches. This role is likely to appeal to individuals with a minimum of 5 years experience although not exclusive as all applications will be considered on an individual basis. 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. Experience of checking and mentoring more junior members of staff is required. 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 would be of distinct advantage to assist with client meetings and new business development activities. Able to demonstrate a numerical aptitude evidenced by work related experience or academic achievements as listed below. Previous project management experience would be required to perform pension administration project based work. 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 In addition to the necessary experience, qualifications and academic achievements, the incumbent should be able to demonstrate the following key attributes: Critical criteria: A self-motivated approach to professional and personal development. Willingness to learn and take on additional responsibilities commensurate to position within the team. Able to listen and follow instructions, procedures and assimilate information quickly in a consistent and accurate manner. Equally comfortable in providing instructions to other members of the team to ensure consistent, accurate work is delivered. Involvement in informal mentoring and management of more junior staff. Able to proactively take ownership and responsibility for own workload. Enthusiastic, positive and flexible approach to work.

4 Effective interpersonal abilities, able to forge strong working relationships with colleagues and clients A high degree of accuracy and attention to detail is required in order to perform their duties both numerical and written. Confident communicator, able to communicate effectively, professionally and concisely in writing, face to face and/or over the telephone. Able to work as part of a multi-disciplined team. Good analytical and problem solving skills, capable of anticipating, resolving and owning problems to resolution. Able to recognise the need for a customer focused approach to their service delivery both in terms of quality and exceeding customer expectations. Excellent organisational and planning skills, both of self and other team members. Able to delegate work priorities to less experienced staff and manage work flows to meet client and legal expectations. Forming successful professional relationships both internally and externally. Supports, motivates and coaches colleagues and shares knowledge to the benefit of the team and/or wider Company. Flexible approach to work pressures. Continuing to augment technical pensions knowledge as well as keeping abreast of legislative changes and is seen as a source of advice to others. Continues to seek ways of improving quality, service delivery and efficiencies in processes and procedures. Good time management skills. Ability to work in advance of deadlines and prioritising multiple tasks. Well developed project management skills - able to see projects/tasks from concept through to completion within given timescales. Thinking beyond the immediate team when considering tasks and action as to potential impacts. Developing personal impact with colleagues. Preferred criteria: (Qualities that would be desirable for candidates to possess, but are not deemed critical in performing the role at entry level, but would be anticipated as the incumbent develops within the role). Sound commercial and business awareness. Contributes towards non-client activities (such as technical sub-committees). Working conditions n/a

5 These Terms of Reference are agreed by: Signed by: Employee s name: Date: For further information, visit our website at PSAL PSAL and PS Administration are both trading names of PS Administration Limited. Registered in England and Wales No Registered office: 11 Strand, London WC2N 5HR. This communication is based on our understanding of the position as at the date shown. It should not be relied upon for detailed advice or taken as an authoritative statement of the law. A Punter Southall Group Company

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