Admin Clerk Wills Control Centre at Absa Group Limited (Absa)

Job Summary

• Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise Wide Risk Management Framework and internal Absa Policies and Policy Standards.
• Understand and manage risks and risk events (incidents) relevant to the role. 

Education and experience required

• Grade 12 or equivalent NQF qualification 
• 1 year experience in an administrative role 
• 1 year experience in the Fiduciary experience is preferred

Job Description

• To deliver actuarial support services through the execution of predefined objective as per agreed standard operating procedures.

Accountability: Data Capturing 

• Receive New and Revised Wills from the DSV, Clients and accurately and timeously capture the date on the Wills filling  (Absa Trust system) either to create a new customer record or update their existing records.
• On receipt of written cancellation requests from customers, capture the request on the Wills Filling System to delete the customers record.
• On receipt of notification of a deceased estate or cancellation of Will from the National Deceased Estates
• Department/ Government Gazette, capture the request on the Wills Filling System to delete the customer record.
• Transfer old customer records from the Magic database (old Absa Trust system) to the
• Wills Filling (new Absa Trust system) as the old database will no longer be utilised.
• On receipt of a customer / National Deceased Estate or Government Gazette request, perform identity checks on the Magic and Wills Filling System to determine if there is more than one Will for the same customer.
• Combine customer records if it established that the customer has more than one Will on the database.

Accountability: Preparation of Letters 

• Prepare standard letters to customers confirming the cancellation of their Will as per their request.
• Automated correspondence to clients confirming that their will.
• Contacting client via sms or email  requesting further information from them e.g. received a request to cancel their Will, however we cannot cancel the Will as it is a Joint Will and a Joint Will requires two signatures of both parties and two witnesses  to cancel their will.
• Prepare standard letters to Absa Trust - Deceased Estate Branches to advise them that we are aware of the deceased estate and forward the Original Will to them in order to report the deceased estate to the Master of the High Court.
• This will happen in cases where we are not sure that the Will in our Safe Custody is the more revised Will.
• Prepare standard letters reporting a deceased estate to the Master of the High Court attaching the Original Wills to them. This will happen in cases whereby we are aware that a more revised copy of the Will exists.

Accountability: Customer Service 

• Investigate and resolve telephonic queries that come via the Wills Safe Custody helpline / Action line in an efficient and professional manner at all times.
• Interact with the Masters Office / Attorneys telephonically in a professional manner to establish the original Will dates in order to determine whether Absa Trust will be the Executor or not.
• Accountability: Compliance to Legislative Requirements 
• Complete all compulsory compliance and legislation training within the required time-frames as prescribed by Absa Risk.
• Update knowledge and understanding of the Wills Act, by self-study.
• Adhere to risk and compliance policies in terms of Environmental Health and Safety, Information Security,
• Records Management and Money Laundering, Sanctions etc. Non-adherence to Absa's Policy & Procedures may lead to disciplinary action.

Education

• Bachelor`s Degrees and Advanced Diplomas: Business, Commerce and Management Studies (Required)