Fund Co-Ordinator - CPT at Discovery Limited

Key Purpose

• Support and administration for our Fund Managers. As Fund Coordinator you will be expected to fulfil the following duties relating to one to three schemes assigned to you:

Areas of responsibility may include but not limited to:

SECRETARIAL

• Setting up, coordination of attendees, confirming, and attending all formal and ad hoc scheme meetings of the schemes e.g., Audit, Board of Trustees, and all sub-Committees.
• Collation of agendas, matters arising and meeting packs within SLA.  This includes ensuring quality checks are performed prior to submission to the Fund Manager/ scheme for approval.
• Formal recording (typing) of Minutes of all formal and ad hoc scheme meetings, and the distribution of meeting Minutes within SLA, or as per the Fund Manager’s guidance. Finalisation of Minutes by obtaining signatures from relevant Chairpersons and ensuring compliant record keeping (storage) of all meeting Minutes and Notes.
• Compilation of the Matters Arising Schedules, monitoring and timeous following up on action items with relevant stakeholders.
• Ensuring resolution of action items before specified due dates.
• Coordination of DH requested forums and workshops as may be required by Fund Manager / Inhouse Management.
• Maintain scheme rules and other governance documents and make available to business and other stakeholders as may be required.  Ensure control and retention of documents and correspondence / inputs received from CMS.
• Distribute documents requested by Trustees and POs.

ADMINISTRATION

• Maintain compliant electronic and manual filing, including the e-filing of all statutory documents, as may be required.
• Collate and maintain fund management documents for various internal and external audits, including CMS routine inspections.
• Liaise with the Council for Medical Schemes to ensure compliance with Regulatory requirements relating to the AGM, update of Trustees, etc.
• Co-ordinate and maintain scheme mandates, policies and protocols, and registers.
• Co-ordinate and maintain scheme-related contracts and certificates of adherences, and Contracts Register.
• Log and follow up more intricate queries and investigate where necessary.
• Assist in resolving Finance requests and payments on behalf of the scheme.
• Maintain / develop all required registers, including those for Resolutions, Conflict of interest, Meeting Attendance, etc., as may be required.

CLIENT LIAISON

• Ensure accurate resolution of escalated queries sent directly to the Fund Coordinator/ Fund Manager, including regular feedback.
• Communicate appropriate information accurately to internal and external stakeholders.
• Monitor and ensure administration aligns with scheme rules / policies.  Address discrepancies directly with the business area concerned and escalate systemic issues to the Fund Manager.

COMMUNICATION/ MARKETING

• Assist the Fund Manager in drafting and finalisation to sign-off of all scheme communication, including year-end brochures, AGM, newsletters, and documents related to scheme initiatives, as may be required.
• End-to-end management of the distribution of scheme communication to members, whether in print, electronically or on via the scheme website, and ensuring deadlines are adhered to.
• High level management of communication projects relative to the SLA and regulatory requirements.
• Manage Trustee election processes, as may be required.

REPORTING/ DATA REQUESTS

• Manual extraction, QA, formatting, and conversion of communication data files.
• Collating, distribution and monitoring of all SLA and non-SLA monthly and quarterly reports.
• Management and coordination of all ad-hoc scheme data requests.
• Coordination of the AGM-specific membership data dumps required by external service providers.
• Resolution of any data queries and discrepancies by navigating the relevant DH divisions for timeous distribution of data/reports.
• Engagement with scheme actuaries to ensure Scheme requests are reviewed, approved, and logged as required.
• Maintenance of scheme information via the Governance Tool

PROJECT MANAGEMENT

• Assist the project manager with annual window period projects, as may be required.
• Assume full project management responsibility for scheme annual year end projects, as may be required.
• Coordination and monitoring of all ad hoc project (such as bulk member take-ons, Trustee elections, etc.): deliverables and timelines, ensuring all requirements are adhered to.

Personal Attributes and Skills

LANGUAGE SKILLS:

• Must be fluent in English - written and spoken.

COMPUTER LITERACY

• Proficiency with the following programmes required:
• MS Word
• MS Excel
• MS PowerPoint
• MS Outlook'

COMPETENCIES

• Uphold ethics and values; demonstrate integrity.
• Ability to contribute within a team, work independently and without supervision (virtually).
• Take initiative and work under their own direction - self-starter.
• Excellent skills at organising information and meeting compliance standards.
• Ability to work under pressure, monitoring performance against deadlines and milestones.
• Resilience, enthusiasm, energy, and drive with a high regard for quality outcomes.
• Ability to learn quickly.
• Ability to balance DH and scheme needs.
• Willingness to follow instructions and prescribed procedures, deliver results, and meet scheme client and DH expectations.
• Stakeholder relationship management, internal at DH and external.
• Excellent liaison skills –scheme clients, external and DH stakeholders
• Willingness to travel to and from clients from time to time and be flexible about working hours.

Education and Experience

EDUCATION

• Matric (essential).
• Applicable tertiary qualification advantageous.

EXPERIENCE

• Experience in the medical scheme industry.
• 3 – 5 years working in a high-volume admin function.
• Discovery Health experience.
• Experience in managing projects advantageous.
• Experience in managing multiple simultaneous tasks and challenges required.

DESIRED SKILLS AND KNOWLEDGE

• Analysis and problem-solving skills.
• Conflict management skills.
• Industry knowledge, including product and legislation (advantageous).
• Reporting and presentation skills.
• Strong attention to detail.
• Interpersonal skills.
• Organisational skills.
• Previous Minute and report writing experience.
• Excellent verbal and written communication skills in preferred language (English).
• Exceptionally strong administration and organisation skills are critical.