Department Head Admin Estates Afs

Empowering Africa’s tomorrow, together one story at a time. - With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group. Job Summary To provide specialist advice and support related to operations of administration of deceased estates services, in order to achieve predefined goals, through the execution of predefined objectives as per agreed SOPs. To supervise staff and assist management in providing professional and high quality service to the Deceased Estate Administration team in order to ensure the effective and accurate administration. Job Description Administrative and operations support: Provide specialist administrative and operations support and advice against standard operating procedures Ad Hoc duties: Provide support to management, team, stakeholders and customers as required on an ongoing basis Compliance and Risk Management: Fulfil all activities in adherence to relevant control and compliance requirements, and quality standards Administration: Effectively fulfil all required administrative duties, including tracking and reporting. Accountability: Finance Outputs to deliver this accountability: - Monitor all income (fees) and expenditure (office rental, parking, stationary, postage etc.) against the monthly Income/ Expense statement distributed by Finance Department against the approved yearly budgets by checking all invoices and comparing the statement and invoices for discrepancies. - Identify areas of over-expenditure and put measures in place to reduce costs - Signing off of invoices within mandate and comparing it to our monthly expenditure Budget to avoid over-expenditure on the General Ledger accounts. - To ensure that branch payment requests are captured timeously on Coupa - To ensure the accurate processing and capturing of sundry payments Accountability: Running the day-to-day activities within the Dept. - Implement controls and measures in the department to monitor, co-ordinate and supervise daily workload, capacity and quality assurance in accordance with the Service Level Agreement. - Check and sign-off on daily reconciliations for office Sundry Deposit Account. - Ensure that daily banking gets done by checking in accordance with company requirements - Monitor all new deceased estate files exported to branch, ensure accuracy of preliminary information submitted, manage and track inflow information for the broader team to access stock against budget requirements. - Ensure that all new registered deceased estates on the Citrix estate system are allocated to Administrators in the allocated time frames. - Ensure that outstanding wills not received within the agreed upon 5 days are followed up with Wills Control Centre by checking up all new deceased estates not yet awarded to Administrators. - Overseeing that all outgoing mail gets posted daily and all incoming mail is date stamped and assigned correctly - Check all cheque account balances by comparing and reconcile statements and cash cards before signing the "List of Cheque Account numbers on all current estates" and before instruction letters for account closures are send to Operational Banking or Absa Bank Eastgate Business Bank in Johannesburg. - Ensure that all new estate late cheque accounts are checked per estate for duplication on the Citrix Estate system before signing instruction letters for the opening of these accounts. - Identify all finalized deceased estates from the finalization list retrieved from the Citrix Estate system for storage. - Respond to clients and/or branch complaints, queries and issues timeously and ensure corrective measures are in place in the cases of complaints to ensure that the problem does not re occur. - Ensure commission payments are done on a monthly basis to staff, Financial Planners (Brokers) and Independent Brokers relating to Testamentary and Agency Estates. - Ensure monthly reports are assessed for accuracy within the turnaround times before printing and submitting to Manager for final sign-off and submission to stakeholders - Attend meetings on Branch Manager’s behalf as and when required to do so. - Using the pool car to attend on ad-hoc matters such as Docufile, the Magistrate's/Master's Offices, attendance on post-office, advisers or clients where necessary - Managing and monitoring pool car usage, licenses, petrol card, service or any damages - Assisting the team with IT support by raising incidents and engaging with IT's hierarchy to assist with technology related issues. Accountability: Managing Risk & Compliance within Department Outputs to deliver this accountability: - Maintain the Business Continuity Management (BCM) Plan on the BCM website by giving the needed support to the Business Continuity Co-Ordinator if and when required to do so. - Adheri