Internships

Alexander Forbes: Product Trust Management Internship in Sandton

Job Summary

Alexander Forbes is recruiting recent graduates for the Product Trust Management Internship opportunity.

Closing date: 11 March 2024

Designation:PL0360 – Product Trust Management – Intern
Category:Human Capital & Transformation – OF5300
Posted by:Alexander Forbes

Location: Sandton, Gauteng

About Alexander Forbes

Alexander Forbes Group Holdings, commonly referred to as Alexander Forbes is a diversified financial services organisation.

Alexander Forbes is an established financial services company specializing in short-term and long-term insurance, health, retirement and multi-manager investment solutions internationally.

Its primary operations are based in South Africa and the United Kingdom, in addition to operations in six Africa markets.

Job Purpose

Provide administrative support to management and the company through conducting and organizing administrative duties and activities including supporting the consulting team with servicing guardians, beneficiaries and internal clients (consultants and administrators) with basic queries.

Duties and Responsibilities

Administration

  • Assist the consultant in managing the Fund and Trust
  • Facilitating and coordinating internal departments
  • Self-development and people skills
  • Assisting in the preparation of monthly and quarterly reports
  • Ensure adherence to relevant processes, procedures and legislation.
  • Ensure confidentiality at all times of data
  • Attend to queries – both written and telephonic
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Managing and monitoring filing system

  • Set up and maintain filing system.
  • Managing master files
  • Managing and monitoring SharePoint
  • Responsible for metro filing documents and the process thereof
  • Keep management committee registers up to date

Meetings, minutes and agendas

  • Coordinating and manage all internal and external meetings
  • Arrange and confirm appointments with clients to determine dates for relevant meetings
  • Arranging boardroom bookings and refreshments for clients
  • Arranging conference calls
  • Collecting clients from reception and directing them to the relevant meeting rooms

  • Drafting and collating of agenda’s for Trustee, Investment, Audit and Staff meetings for consultants and ensuring adherence to timelines
  • Drafting of pre-minutes for trustee meetings, letters,
  • Reports (Executive summaries & other Fund related reports), presentations etc
  • Requesting and follow-up of all reports/documents for inclusion in agenda packs
  • Distribution of agenda packs

Office coordination

  • Ordering of stationery and keeping control of expenses
  • Making the necessary arrangements when staff leave and join the department i.e.
  • Ordering/returning equipment, telephone setup, induction, stationary, access cards and parking arrangements
  • Diarise and remind staff of all upcoming announcements and events taking place

  • Responsible for logging calls with maintenance departments for faulty equipment e.g. Xerox, general maintenance/facilities
  • Organizing travel arrangements i.e. booking air ticket/car-hire, accommodation, shuttle service etc
  • Collecting and distribution of mail
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  • Emailing of communication to management committee members
  • Communicate verbally and in writing to answer inquiries and provide information
  • Managing of electronic diary
  • Planning, organising and managing internal and external events

Prepare and manage correspondence, reports and documents

  • Take, type and distributing minutes
  • Taking dictation
  • Assisting in preparing presentations
  • Formatting presentations, tenders, reports and letters
  • Collating agenda packs and binding (formatting, printing, arranging in order and binding)
  • Creating spreadsheets and Managing databases.
  • Updating staff static information, client telephone contacts, client database information
  • Issuing standard documents, such as quarterlies, surveys, etc timeously to clients etc.

Finance

  • Processing of travel claims
  • Identify budgeted rand value amount for each lunch, cocktail function etc
  • Arranging signature and payment of invoices

Self-development and management

  • Display self-awareness and insight into areas of strength and development
  • Remain abreast of new innovations and technologies in the industry
  • Contribute towards team efficiency and team dynamics/spirit
  • Development knowledge of the employee benefits industry and investment matters
  • Acquaint oneself with relevant legislation i.e. Pension Funds Act (Section 37C) Trust Property Control Act, FAIS Act etc

  • Keep abreast of changes in employee benefits industry
  • Inter-Department and Consultant Relationships
  • Contribution to the team
  • Assist the consultant in managing the Trust/s and the Beneficiary Fund
  • Deal with external queries telephonically, by written correspondence or visits, as required or approved by the consultant.
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  • Taking queries from Guardians and beneficiaries
  • Liaising with other internal departments
  • Communication Guardians and beneficiaries, – draft communications, distribute information booklets, liaising with couriers of companies.

Communication

  • Ensure that all relevant departments are aware of management committee and ad-hoc meetings dates, and that they kept informed of subsequent changes,
  • Ensure that each department is aware of exactly what is required of them for these meetings and ensure that the requirements are met timeously.
  • Communicate client instructions, problems or queries raised to all relevant departments, either by telephone, visit, memo or email, ensuring that a record is placed on file and that the matter is satisfactorily dealt with.

Qualifications

  • Matric
  • Wealth management
  • Bcom Degree/BA Law advantageous
  • CFP/CFA advantageous
  • FAIS accreditation advantageous
  • Working experience in a secretarial role
  • Strong administration background
  • Good typing and dicta typing skills – 40 wpm skills
  • Strong Computer literacy
  • Strong written and communication skills
  •  

How to Apply

You apply online for this exciting opportunity. Use the link buttons below:

Curator

  • Katlego Malope

    Katlego is a final-year student at the University of Johannesburg. Apart from bouncing molecules against each other in the Chemistry lab, she loves curating job opportunites for fellow youth. Katlego is also quite a singer!

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