Deputy Administration Manager

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Deputy Administrator Manager - DC Projects & Scheme Events

Location: Reading

Employment Type: Permanent, Full Time

Grade: Consultant

Hybrid

REQ003564

About XPS Group:

XPS Group is a prominent and growing UK consultancy and administration firm within the pensions and insurance sectors. As a FTSE 250 company with over 2000 employees, we leverage expertise alongside advanced technology to serve over 1,400 pension schemes and their sponsors. Our goal is to foster a workplace where diverse talents thrive.

About the Role:

Our teams of pension administrators provide services to a wide range of trust-based company pension schemes, including defined benefit, defined contribution, career average revalued earnings, and hybrid schemes. Our range of pensions administration services include:

• Scheme administration
• Communication
• Scam identification
• Payroll services
• Pension scheme accounting
• De-risking projects
• Technical consultancy

Our administrative approach is scheme-based; one team is responsible for every aspect of each client's service, enabling us to build the best possible relationships and provide the clarity of focus each scheme deserves.

Ultimately, pension schemes are there for their members; we place just as much emphasis on delivering excellent customer service as we do on technical proficiency and quality control.

Key Responsibilities:

• Oversee the various DC administration tasks completed by the team e.g. handling of bulk joiners and leavers, lifestyling, contribution investment and regular reporting.
• Scrutinising the client work of other less experienced pension administration team members.
• Monitoring accuracy, performance, and adherence to project/scheme event timetables for the team and taking action to ensure targets are met.
• Liaising with Administration Manager regarding appraisals and regular catch-up meetings. Conducting some appraisals and catch-up meetings including regular mentoring meetings with staff on probation.
• Attending and actively contributing ideas to meetings with wider administration and XPS Group colleagues.
• Disseminating information to team at regular meetings, including technical updates.
• Helping identify any training needs across the team and assisting with developing and mentoring team members.
• Ensuring the accurate update of time recording system for both chargeable and non-chargeable activities.
• Supporting, motivating and coaching colleagues to the benefit of the team and wider Company.
• Seeking ways of innovating and improving quality, service delivery and efficiencies in processes and procedures.
• Maintaining a client focused approach, able to develop trusting and credible partnerships with clients both face to face and via Teams.
• Anticipating, resolving and owning problems, identifying solutions to management as and when required.
• Preparing, checking and issuing costings for project work. Ensuring project work is included in client invoices.
• Updating internal change control and other schedules and spreadsheets as required.
• Ensuring breaches, errors and complaints logs are promptly completed and regularly reviewed.
• Assist in recruitment process including interviews.
• Deputise for Administration Manager at meetings when necessary.
• Manage day to day activities of staff to ensure efficient and effective delivery of all work. Hold regular workflow meetings with senior team members (where needed) to manage progress and resolve any issues.
• Take part in marketing and new business activities including completing tender responses, attending pitches and presenting at site visits.
• Providing expert advice solutions to pensions queries and pensions consultative advice; keeping abreast of technical and legislative developments within the pensions industry, and providing technical support to more junior staff
• Drive and support automation projects across team, including transitions between administration platforms and onboarding new clients.
• Provide guidance to team members on items such as utilisation and recoverability so there's more of an awareness at all levels.
• Attend trustee/client meetings when opportunity arises.
• Provide guidance to senior team members on fees to quote for ad-hoc projects/service upgrades.
• Sign out non-standard letters, emails and reports to clients.
• Due to the changing nature of the business, the job holder may from time to time be required to undertake other activities of a similar nature that fall within their capabilities

Your Profile:

Essential:

• Able to demonstrate an expert knowledge of pensions administration activities and can apply this knowledge to any scheme.
• Previous pensions administration experience of Defined Contribution schemes including monthly investment of contributions, lifestyling, scheme renewal, Statutory Money Purchase Illustrations and implementing new investment strategies.
• Experience of current pensions legislation and framework is essential, especially the regulatory requirements of the various Pensions and Finance Acts which impact on pensions administration.
• Previous supervisory or workflow management experience is required - ideally including performance monitoring, appraisals, recruitment etc.
• IT proficient, in particular Microsoft Word, Excel, Outlook & PowerPoint.
• Strong Maths and English GCSE or equivalent qualification - minimum grade B/6.
• Positive personal impact qualities such as leadership, influencing, credibility and empathy.
• Effective management skills including awareness of management processes and motivation of staff.
• Outstanding communicator, able to communicate effectively, professionally and concisely in writing, face to face and over the telephone with internal and external contacts.
• An eagerness to take on responsibility and adopt a flexible approach when work pressures are high.
• An ability to manage conflicting demands on one's time and able to work to tight deadlines.
• Able to delegate work priorities to less experienced staff and manage work flows to meet client and legal expectations.
• Capable of anticipating, resolving and owning problems, and identifying solutions to management as and when required.
• Self-motivated and enthusiastic approach to work, in particular taking responsibility for personal and technical continuous professional development.
• Well-developed analytical and problem-solving skills, and sound decision-making skills, safeguarding the interests of both client and Company.
• Thinking beyond the immediate team when considering tasks and action as to potential impacts.
• Continues to seek ways of innovating and improving quality, service delivery and efficiencies in processes and procedures.
• Able to recognise the need for a customer focused approach to their delivery both in terms of quality and exceeding customer expectations.
• Well-developed commercial and business awareness, coupled with excellent negotiation skills.

Desirable:

• Third party pensions administration experience preferred, although strong all-round experience within an in-house pensions department which is not purely process driven will be considered.
• Previous presentational experience is desirable to assist with prospect pitches and trustee meetings.
• Progression within a relevant pensions qualification e.g. CPC/QPA/DPC/RPC/APMI

What We Offer:

Enjoy a competitive salary, annual discretionary bonus, and 25 days' holiday with buy/sell flexibility. Benefits include pension matching, healthcare plans, life assurance, and retailer discounts. We support our team with a flexible benefits scheme, employee assistance, and digital GP service. Participating in volunteering events is encouraged with paid volunteer days available. Referral bonuses are offered for introducing suitable candidates to XPS.

How to Apply:

Interested candidates should submit applications via Apply Now option or contact recruitment@xpsplc.com for more information. Join XPS Group and contribute to a dynamic and inclusive workplace.

Equal Opportunities Statement:

XPS Group is committed to diversity and equal opportunities. We welcome applications from all candidates, irrespective of sex, race, disability, sexual orientation, religion, or belief. As a Disability Confident employer, we ensure accessible and supportive work settings for all employees.

Eligibility:

Any employment offer made will be conditional upon you satisfying DBS Disclosure checks, Employment or educational references, Satisfactory credit checks and eligibility to work in the UK before an offer can be made. XPS Group is not able to provide sponsorship to employees.

Who Are We:

To find out more please visit: www.xpsgroup.com