Senior Fund Coordinator 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 meeting dates for the various Scheme meetings.
• Setting up, confirming, and attending all formal and ad hoc scheme meetings of the schemes e.g., Audit, Board of Trustees, and all sub-Committees.
• Attendance and confirmation of DH attendees for all formal and ad hoc scheme meetings as requested by the scheme and the DH stakeholders.
• Collation of agendas, matters arising and meeting packs within SLA.
• Formal recording (typing) of Minutes of all formal and ad hoc scheme meetings (including the AGM), and the distribution of meeting Minutes within SLA. Informal meeting notes to be distributed as per the Fund
• Manager’s guidance. Obtain signatures from relevant Chairpersons on finalised minutes and ensure compliant record keeping (storage) of all meeting Minutes and Notes.
• Quality checking of draft meeting packs and draft Minutes prior to submission to the Fund Manager/ scheme for approval.
• QA of all meeting packs, reports, meeting Minutes and Notes prior to distribution.
• 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 and make available to business the current set of scheme rules, and ensure control and record storage of all CMS rule registration and other inputs.

ADMINISTRATION

• Compliant electronic and manual filing, including the e-filing of all statutory documents, including the statutory returns.
• Collating of fund management documents for various internal and external audits, including CMS routine inspections.
• Liaison with the Council for Medical Schemes to ensure compliance with Regulatory requirements relating to the AGM, update of Trustees, etc.
• Co-ordination and maintenance of scheme mandates, policies and protocols, and registers.
• Co-ordination and maintenance of all scheme contracts and certificates of adherences, and maintenance of a Contracts Register.
• Distributing documents requested by Trustees and POs.
• Log and follow up more intricate queries and investigate where necessary.
• Assist in resolving Finance requests and payments on behalf of the scheme.
• Maintain all required registers, including those for Resolutions, Conflict of interest, Meeting Attendance, etc.
• Maintain repository of documents as may be required for CMS routine inspections.

CLIENT LIAISON

• Resolution of escalated queries sent directly to the Fund Coordinator/ Fund Manager. Take ownership, provide regular feedback and ensure accurate and quick resolution of escalations.
• 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.

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.
• Report 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 formal project manager with the Annual General Meeting (AGM) project.
• 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.
• Assist with project management for the annual Year End and B&C project

Personal Attributes and Skills

LANGUAGE SKILLS:

• English: 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).
• Business /Administration/Secretarial qualification

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.