Job description. Terms of reference. Date: August Job title: Vacancy reference: Team/business unit: Base location: Reporting line:

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1 Job description August 2015 Terms of reference Date: August 2015 Job title: Vacancy reference: Team/business unit: Project Team Leader PS15116 Pensions Administration Base location: Reporting line: Responsible for: External contacts: Budgetary responsibilities: Newcastle; you may be required to undertake such travel as may be reasonably necessary for the proper performance of your duties Head of Administration Leading the special projects team; delivering client projects on time; providing regular reports to the client and project steering committee. Trustees, employers, relevant government departments, third party intermediaries, scheme members and beneficiaries. n/a

2 Job purpose summary To manage the client projects being undertaken in the Newcastle office, manage a small team of administrators supporting the project work, and provide regular reporting to the project sponsor and other key stakeholders. The role will require interaction with other PSAL teams, the PS Actuary and other external parties such as the Trustee and third party advisers. The successful individual will play a key part in the overall success of the Company. Key responsibilities & accountabilities Performing all project related tasks and ensuring the team is properly resourced to meet the objectives agreed at the project kick-off. Key responsibilities include: Reporting directly to the Newcastle management team and working collaboratively with the client delivery teams. Day to day management of relationships with project stakeholders and the client; acting as first point of contact for project-related queries or problems. Taking ownership for reporting on progress of the projects, using standard project management reports. Maintaining action and risk logs for the PSAL areas of responsibility, feeding into the overall project management structure as required by the client. Ensuring communication requirements are understood; supporting the communication workstream by drafting material and co-ordinating responses from stakeholders. Preparing for and where appropriate participating in Trustee meetings, either in person or by telephone. Handling escalations from the project team, and raising queries with the client/steering committee. Managing dedicated helpline and mailboxes for each project, ensuring queries are responded to within SLA. Monitoring time and cost against the budget set for each project, flagging any potential overspend. Monitoring on going procedural developments and implementing changes to procedures where required. 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 Due to the changing nature of the business, the job holder may from time to time be required to undertake other 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 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. This role is likely to appeal to individuals with at least six years experience. Experience of current pensions legislation and framework is essential, especially the regulatory

3 requirements of the various Pensions and Finance Acts which impact on pensions administration. 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 project reviews. Able to demonstrate a numerical aptitude evidenced by work related experience or academic achievements as listed below. Previous project management experience. 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: 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. Able to proactively take ownership and responsibility for own workload. Enthusiastic, positive and flexible approach to work. 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. Able to 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.

4 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. 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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