Fund Co-Ordinator at Discovery Limited

Key Purpose

• To provide high-quality coordination, secretariat, administrative and stakeholder support to the Fund Manager and broader Bankmed servicing team during the secondment period. The Fund Coordinator will be expected to manage a wide range of activities relating to governance forums, regulatory processes, stakeholder communication, reporting, project delivery and day-to-day scheme support.

Key responsibilities

GOVERNANCE AND SECRETARIAT SUPPORT

• Setting up, confirming, and attending all formal Scheme meetings e.g. Audit, Board of Trustees, Operations Committee meeting etc.
• Attendance and confirmation of DH attendees for all Scheme formal Committee meetings, and ad-hoc meetings as requested by the Scheme and DH stakeholders.
• Collation of agendas, matters arising and meeting packs within SLA.
• Formal minute taking of all Scheme meetings (including the AGM), ad-hoc meetings, and the distribution of meeting minutes within SLA. Informal meeting notes to be distributed as per the Fund Managers guidance. Record keeping of all formal meeting minutes and meeting notes.
• QA of all meeting packs, reports, meeting minutes and meeting notes prior to distribution.
• Drafting and of tracking/benefit schedules for Scheme initiatives as requested by the Committee Chairman.
• Compilation of the Matters Arising Schedules, monitoring and following up on action items with relevant stakeholders timeously.
• Coordination of DH requested forums and workshops as requested by Management (Bankmed).
• Recording and Quality checking of packs and Minutes before submission to the Fund Manager/PO for approval.
• Ensure resolution of action items before specified due dates or next meeting.
• Arranging signatures from relevant Chairpersons on finalised minutes.

ADMINISTRATION AND REGULATORY COORDINATION

• Drafting and co-ordinating all Scheme communication (each scheme is unique, and responsibility will vary)
• Electronic and manual filing
• Collating of fund management documents for various internal and external audits.
• Liaison with the Council for Medical Schemes for Regulatory requirements relating to the AGM, update of Trustees and all other ad-hoc Scheme requests.
• Co-ordination and monitoring of Scheme mandates, policies and protocols, and maintenance of the register (Bankmed).
• Co-ordination and monitoring of contracts and Certificate of Adherences, and maintenance of the register.
• Distributing documents requested from Trustees and Principal Officer and to update e-filing.
• Resolve queries escalated to self.
• Log and follow up more intricate queries.
• Assisting with the submission of annual returns for the Scheme.
• Assisting with the audits and liaising with the Schemes auditors.

STAKEHOLDER LIAISON AND QUERY MANAGEMENT

• Monitoring electronic communication on behalf of the Fund Manager and escalating to relevant stakeholders where required.
• Resolution of escalated queries sent directly to the Fund Coordinator. Taking ownership, provide regular feedback and ensure accurate and quick resolution of escalations.
• Communicate appropriate information accurately to internal and external clients and stakeholders.
• Updating and distribution of the Council for Medical Schemes Circulars to the PO.
• Liaising with the Council of Medical Schemes and saving all communication from the CMS.

COMMUNICATION COORDINATION

• Assist the Fund Manager in drafting and coordinating Scheme Regulatory communication as requested.
• Drafting, requesting, and monitoring Scheme and member communication, and ensuring deadlines are adhered to.
• Review of all Scheme and member communication for final sign off by the Fund Manager.
• Ensuring the correct Marketing processes and SOPs are adhered to.
• High level management of communication projects relative to the SLA and regulatory requirements.

REPORTING AND DATA COORDINATION

• Manual extraction, QA, formatting, and conversion of communication data files.
• Collating, distribution and monitoring of all SLA and non-SLA monthly and quarterly reports.
• Report management and coordination of all ad-hoc Scheme data requests.
• Coordination of the AGM specific membership data dumps required by the Independent Electoral Body (“IEB”).
• Monitoring of escalations received for the Scheme Power BI dashboards.
• Resolution of any data queries and discrepancies.
• Continuous engagement with the Scheme Clinical & Operations Coordinator, and the Scheme actuaries to ensure Scheme requests are reviewed, approved, and logged as required.

PROJECT AND DELIVERY COORDINATION

• Assist the formal project manager with the Annual General Meeting (AGM) project.
• Monitoring of the annual AGM notice of motions in conjunction with the CRMs.
• Drafting and logging of all AGM member communications on Trending.
• Coordination of, and monitoring of project deliverable timelines, ensuring all Regulatory requirements are adhered to.
• Monitoring of all escalations received from the IEB relating to member queries received via the AGM channel.
• Full project management responsibility for the annual Year End and B&C project
• Coordination of the Scheme annual Citium Audit and meetings for internal stakeholders
• Assisting the audit team with the coordination of internal workshops and information sessions.
• Engagement with the external auditor to ensure all audit requirements are adhered to and   ensuring any discrepancies are resolved.

Personal Attributes and Skills

• Ability to work effectively in a small, high-performing team
• Willingness to work flexible hours when required by business needs
• Willingness to travel to client engagements and meetings when required
• Strong stakeholder engagement and client liaison capability
• Excellent organisational skills, with the ability to manage information and meet deadlines professionally
• Ability to manage multiple deadlines and deliver high-quality work within agreed timeframes
• Resilience and the ability to perform effectively under pressure
• A learning mindset and willingness to build capability across multiple aspects of scheme administration

Education and experience

• Matric is essential
• A relevant business, administration or secretarial qualification will be advantageous
• Bankmed Experience essential
• Approximately 3 to 5 years’ Bankmed experience in a fund support, scheme office support, fund coordination, governance support or similar administrative role
• Experience in the medical scheme or broader healthcare administration environment will be advantageous
• Demonstrated experience in a high-volume administrative function
• Exposure to project coordination or project management will be advantageous
• Proven ability to manage multiple tasks, competing priorities and changing requirements simultaneously