Fund Co-ordinator

2 weeks ago

Cape Town, Western Cape, South Africa Discovery Ltd. Full time

Business Unit:
Discovery Health
Function:Administration and Office Support
Date:5 Apr 2024
Discovery - Health

Fund Co-Ordinator

About Discovery

  • Discovery's core purpose is to make people healthier and to enhance and protect their lives. We seek out and invest in exceptional individuals who understand and support our core purpose, and whose own values align with those of Discovery. Our fastpaced and dynamic environment enables smart, selfdriven people to be their best. As global thought leaders, Discovery is passionate about innovating to not only achieve financial success, but ignite positive and meaningful change within our society.
    About Discovery InHouse
  • Discovery InHouse is the Division which looks after restricted membership medical schemes under Discovery Health's administration. Specifically, we represent the link between the medical schemes' Principal Officers (POs) and Boards of Trustees. Our work broadly covers all aspects of Governance, Regulations, and the services which Discovery provides to each scheme. The InHouse Division is directly responsible for the implementation of new schemes, new business growth, fund management and financial administration of scheme administration.
    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 subCommittees.
  • 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 efiling 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.
  • Coordinate and maintain scheme mandates, policies and protocols, and registers.
  • Coordinate and maintain schemerelated 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 signoff of all scheme communication, including yearend brochures, AGM, newsletters, and documents related to scheme initiatives, as may be required.
  • Endtoend 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 nonSLA monthly and quarterly reports.
  • Management and coordination of all adhoc scheme data requests.
  • Coordination of the AGMspecific membership data dumps requ

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