Closing Date: Not Specified
Fund Assistant / Receptionist
Eskom Pension and Provident Fund – Bryanston, Johannesburg, Gauteng
To assist the business in the full administrative function.
To provide a professional front desk service to visitors to the EPPF, presenting a positive image of the company to every customer who phones or visits the Fund to facilitate the culture of member centricity.
Grade 12 (Matric)Proven work experience as a Receptionist, Front Office Representative or similar roleAt least 1 years’ experience within a retirement fund industry (advantageous / preferable)
Skills & Competencies
Basic knowledge of benefit administration
Working knowledge of focused client service
Interpersonal and communication skills
Provide specific administrative support to customer queries:
Attend to various standard enquiries, as well as urgent pension related enquiries in the absence of the advisors; escalate as and when necessary.Assist dependents with the completion of claim documents.Complete and timeously submit EPPF death claim forms, attach certified documents in accordance with standard procedure in the absence of an Advisor.Refer pensioners with medical enquiries to the relevant departments within their respective medical aid scheme.Receive, issue (duplicate) and submit EOS forms in accordance with stipulated procedure.Manage the Reception area:
Greet visitors arriving at reception, enquire as to the nature of their visit and direct them to the appropriate individual/office.
Receive and process mail from all entry points (reception, walk-in centre, corporate secretariat, regional offices and internal departments) by sorting, dating, scanning and indexing documents appropriately.
Consult with team regarding untraced mail, establishing where to direct it.Distribute mail and file for audit purposes.Start pensioner cards process to issue pensioner card by scanning pensioner cards photos and saving as required.Receive, scan and index mail from central e-mail boxes.Distribute workflows:
Start workflows where no automation process exists and directing documentation to the correct sections for further processing.
Receive and start workflows on monthly trust advances/payments from benefits where information is sent to Benefits investigations directly.Accurately record Notes on system.Inform Legal of documents which require their attention in a timely manner.General office administration:
Update telephone list on the intranet for the Fund, monthly.
Print detailed telephone expenses report per extension monthly.
Report faults reported to the relevant stakeholders immediately in order to minimise any break in service.
Develop and maintain the office filing system in a retrievable manner.Management of stationery in compliance with allocated budget.Provide Supervisor and Manager with various reports from the system e.g., monthly statistical report.Manage returned mail appropriately.Management of the Switchboard:
Manage all telephonic queries appropriately, capture messages accurately, and disseminate information to the correct individual(s).
Update new and internal extension migration on the system.
Log all calls received and transferred, preparing standard monthly reports reflecting nature of calls received per Business Unit.
Check that meeting rooms are clean, and that they are adequately equipped by inspecting daily.Coordinate all meeting room requests, confirm the booking and attendance with staff members.Report any faults in the meeting rooms to the relevant Maintenance stakeholders as and when required.
Organise equipment and other logistical requirements, upon request, by contacting the relevant internal stakeholders.
Coordinate the catering with specified providers for all events happening in the various boardrooms, based on authorised requests.