POSITION DETAILS FOR OFFICE USE ORGANOGRAM. Chair & trustees of UCTRF. Principal Officer Level 12. Benefits Administrator Level 8

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1 HR191 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form should be kept on file in your office. For re-evaluations, this form must be sent to your relevant HR Advisor/Officer Position Title (current title) POSITION DETAILS Principal Officer UCTRF Status of Post (tick) Existing post X Re-evaluation Job Grade (current grade) 12 Faculty (if applicable) Department Section (if applicable) UCTRF UCTRF Date of Compilation May 2015 Job Title Date of Grading Grading Result FOR OFFICE USE ORGANOGRAM Chair & trustees of UCTRF Principal Officer Level 12 Assistant Principal Officer Level 10 Benefits Administrator Level 8 Senior Secretary Level 6 PURPOSE The main purpose of this position is to provide a Principal Officer service to the University of Cape Town Retirement Fund (UCTRF) and its members. 25 May 2015 Page 1 of 6 HR191

2 JOB CONTENT % of Key Performance Areas (4 6) time spent 1) Statutory duties Maintain the latest approved rules and amendments. And ensure that Fund rules keep up to date with legislative and industry changes Ensure compliance with regulatory requirements of the Fund including FSB requirements Monitoring contribution and membership information. Advise members of rule changes, Certify data is correct and completed Ensure timeous submission of all statutory reporting requirements Ensure that all Trustees are inducted and trained in terms of the Fund and Pension Funds Act Ensure compliance of the Fund in Activities / Objectives / Tasks Results / Outcomes Competencies terms of FSB requirements Ensure compliance and of Risk Management Policy for the Fund 2) Trustee Services Establish and maintain a diary of annual events and monitor implementation of the diary. Prepare and timeous delivery of all agenda packs, distribution of minutes/resolutions, maintenance of minute/resolution books. Ensure the implementation of AFS Rule Changes Contracts Signatory Actuarial Valuation S14 transfers Compliance with any other relevant provision of the Pension Fund Act Proper information supplied to the trustees to meet the requirements of the diary. Trustees to specify minimum turnaround standards. Trustees also need to review the quality of the work. Record of items still in process and Decision-making and problem solving Safety awareness Client/student service Negotiation Facilitating change Impact 25 May 2015 Page 2 of 6 HR191

3 all trustee decisions. Ensure that the Trustees have up to date copies of the Rules and all relevant contracts Ensure Trustee compliance 3) Managing Front Office Manage the UCTRF staff ensuring proper job descriptions are in place, performance reviews etc. status report Up to date information provided to all Trustees Audit that all staff have proper and up to date job descriptions and receive performance reviews. Monitor staff morale. interpersonal relationships People including performance Client/ service 4) Manage relationships with service providers 5) Annual financial statements, AGM and trustee elections Membership survey of effectiveness. Maintain a positive working relationship with all the service providers and deal with them on day-to-day issues. Ensure that proper contracts are maintained with all service providers and reviewed by trustees when required. Ensure that fees paid to the service provider correspond to contracts. Manage the annual audit process to ensure that the financial statements are delivered on time. Ensure appropriate and timeous trustee appointments Arrange annual AGM Feedback from service providers. Annual Audit. Meeting of deadline and comments in audit report. interpersonal relationships Client/ service Administrative s 6) Budget preparation Cost containment submit a detailed budget annually. Annually prepare Ability to control expenses, whilst maintaining service standards. 25 May 2015 Page 3 of 6 HR191

4 documentation for the FSB visits. 7) Establish productive working relationships between the Fund and its office and (a) members (b) service providers; and (c) the Employer 8) Service and Communication to Active members 9) service to retiring members and to pensioner members 10) Monitoring, evaluation and reporting Put in place proper processes to ensure that the Front Office delivers a high quality service to the members (e.g. death cases, housing loan applications, member advice). Manage the dealing with all member queries in a manner. Alignment of UCTRF rules to UCT conditions of service Training of UCT staff on Fund rules Updating the UCTRF website Sending the necessary updates to members within the timeframes Annual retirement seminar Retirement booklet Prospective employees booklet Quarterly newsletter Issue illustrative quotes on a UCTRF ILLA and life annuities to retirees; Hold workshops for retirees Ensure the needs of Fund pensioners are met Develop relevant reports as and when required Research and implement best practices Communicate and consult with Specific measurements need to be developed for each process. Membership survey of effectiveness. To communicate with members in terms of the requirements of the Pension Funds Act Relevant operational reports Accurate information Trend analysis and recommended improvement plans Negotiation Facilitating change Impact Communication Negotiation Facilitating change Impact 25 May 2015 Page 4 of 6 HR191

5 relevant stakeholders Best practice and market related comparisons 25 May 2015 Page 5 of 6 HR191

6 Minimum Qualifications MINIMUM REQUIREMENTS Senior retirement fund industry experience and an appropriate qualification (BCom, CFA, CFP or similar) Minimum Experience Ten years industry experience Compiled by AUTHORITY PRINT NAME SIGNATURE CONTACT NO. DATE Approved by Reviewed by 5 August 2009 Page 3 of 6 HR191