Job Description

What will your key responsibilities be?

• Opening and scanning of post each day; scanning it to the work-flow system and distributing to team members in a timely fashion
• Updating and reconciling postal logs (with both physical and electronic post received each day)
• Retrieving archive files on a daily basis and then scanning the required case history to the work-flow system
• Performing quality checks of the scan in a timely manner
• Providing regular support in the scanning of documentation in line with the departmental paperless policy
• Supporting the departments daily printing needs with individual cases, taking responsibility for the quality and adhering to internal service level agreements
• Supporting with bulk print and mail-out exercises in accordance with internal deadlines. Taking responsibility for the planning and organisation as well as the reconciliation with all exercises
• Monitoring of the team’s mailbox, including the allocation of work to the work-flow system.  Updating the Portal post log with any submissions received to the mailbox
• Assisting the Pensions Administration department in the production or amendment of written or visual material (such as letters, trustee meeting packs, reports, memos and presentations) to companies quality standards using in-house templates and adhering to house-style rules
• Updating of member records on the Pension Administration system and Member Portal. Creating correspondence with agreed member updates such as change of address, surnames, title, forenames, date of birth, date of marriage and expression of wishes in line with service level agreements
• Administration and ownership of ad hoc tasks such as certificate returns, member Identification forms, banking and member satisfaction in accordance with service level agreements
• Answering telephones, taking messages and passing them to the appropriate team member. You may also be required to perform security checks and request or check information by telephone in connection with an individual case
• Supporting ad hoc requests from the client administration teams such as the booking of internal meetings, including the arrangement of invites, room and ordering of lunches.  Issue and update of calendar invites and making travel arrangements
• Processing of any unidentified post, returned post and reporting appropriately in accordance with GDPR
• Updating and informing the team leader and others on the current state of all work in progress and outstanding work
• Adhering to a clear desk policy and keeping all client and filing areas tidy and secure, sharing responsibility of locking the filing cupboards and drawers each evening
• Adhering to the companies working from home policy to ensure our sensitive data is protected

What skills and qualities do you require for this role?

• Personable and well-organised
• The ability to work under your own initiative as well as part of a team
• The ability to work to tight deadlines and deliver work to the highest standards
• Conscientious, reliable and efficient
• A willingness to learn and help

Required Knowledge, Skills, and Abilities