Medical Aid Benefits Specialist

**Purpose of the Job**:
**Job Objectives**:
**Medical Aid Administration**:
Liaise with Payroll, People Partners, and Medical Aid Administrators to follow up on outstanding information and resolve any discrepancies Sign off on medical aid-related forms (e.g., Dental, Gap, Flexicare, Vitality) and communicate updates to relevant stakeholders
Manage medical aid-related mailboxes and respond to employee queries in a timely manner

**Benefits Maintenance and Reporting**:
Maintain up-to-date employee benefits records and documentation, including eligibility, dependents, and contribution changes
Generate and distribute monthly and annual medical aid reports, statistics, and invoices to stakeholders
Assist with the annual review and update of medical aid policies, contribution tables, and member communication materials
Prepare files and support the Principal Officer in the annual benefits review process and regulatory submissions

**Stakeholder Engagement and Coordination**:
Act as the primary point of contact for employees regarding medical aid-related inquiries, changes, and issue resolution
Coordinate and attend regular meetings with Medical Aid Administrators, Payroll, Finance, and other relevant teams to discuss benefits-related matters
Assist in the preparation of agendas, minutes, and supporting documentation for various benefits related meetings (e.g., Admin Meetings, Reconciliation Meetings, Board of Trustee Meetings, Management Meetings, Audit Committee Meetings)
Collaborate with internal and external stakeholders to ensure the effective implementation and communication of benefits programs

**Continuous Improvement**:
Stay up-to-date with changes in medical aid regulations, policies, and industry best practices
Identify opportunities to streamline benefits-related processes and implement efficiencies
Provide recommendations and input to management on enhancing the organization's benefits offerings and administration

**Employee Centric Delivery**
Providing administrative support according to benefits policies and procedures.
Adhering to legislation as required by the benefits function.
Escalating concerns or challenges to ensure an efficient flow of work is maintained and coordinating the resolution.
Providing information and empowering the People Support Service Desk with relevant first line inputs to build the capacity within the People Support Service Desk.
Compiling and updating documents as required.
Capturing, loading and processing relevant documents on relevant systems.

**People (Self, Team & Organisational)**
Participating in and aligning with the Benefits team to deliver solutions and services to the business.
Participating in various team activities that foster an innovative, agile and employee centric culture where employees are supported, empowered and valued.
Participating in various team activities that foster a wellness culture to ensure that the Benefits team
mentally, physically and emotionally feels supported.
Participating in enabling a culture of open and transparent communication within the Benefits team.

**Financial, Reporting & BI**
Ensuring accuracy in data input and relevant reports as applicable to the Benefits team
Using official data sources to inform administrative outputs.
Assisting with compiling basic reports for input to broader Benefits and/or People team requirements.
Consolidating basic costs or data as required

**Governance & Compliance**
Ensuring compliance with relevant labour relations frameworks and legislation.
Ensuring compliance to organisational and legislative governance frameworks and standards includingthe H&S requirements and POPI Act.
Identifying and mitigation risks.

**Future-Fit**
Participating in the integration and effective flow of work with other service areas and business.
Identifying opportunities for continuous improvement.
Suggesting or sharing ideas and functional technology requirements where required.

**Qualifications**:
Grade 12, National Senior Certificate - (essential).
Diploma in Administration or equivalent - (beneficial).

**Experience**:
+2 years in an Administrative Benefits role with exposure to supporting the processes related medical aid benefits offerings in a Group structure (essential).
Experience within the FMCG, retail sector or similar - (preferred).

**Knowledge and Skills**:
Connecting & Initiating - Works cooperatively with others and effectively manages disagreements. Works as part of a team and collaborates with others. Invites input and suggestions from colleagues. Shares information that may be useful to others. Handles conflict situations in a constructive way. Makes proactive decisions but refers to others when necessary. Takes responsibility for own work or projects. Gets involved in projects without being prompted and takes on additional responsibilities. Takes initiative to update own knowledge base and skillset.

Executing & achieving - Identifies what needs to be achieved. Establishes priorities and manag