Employee Benefits Administration

Sittingbourne

Job Title: Employee Benefits Administration (Sittingbourne)

Reporting to: Employee Benefits Team Leader

Date of Issue: August 2025

Role Objective

The role is to join the administration team that look after the pensions and wider benefits of Shackleton EB’s clients. We are looking for a candidate who is experienced in Pensions administration, specifically with Workplace pension schemes, Auto Enrolment, Salary Sacrifice, and general pension scheme administration. Ideally have general working knowledge of other Employee Benefits, such as Group Life Assurance, Income Protection, Private Medical, Dental, Cash plan, etc.

Duties & Responsibilities

• Processing of client, provider and adviser queries by email, letter and phone.
• Company new joiner processing: – Issue new joiner e-mail (database e-mail and employer specific e-mail). – Send relevant benefit invites and action any additions – notifying company of any changes to payroll.
• Maintain the company database – Update and action new joiners. – Update and action leavers. – Address changes – in turn updated relevant providers. – Benefit level amendments. – Bulk data downloads. – Issue App launch e-mails and assist with login queries.
• Processing Letters of Authority from clients: – Explain transfer process and send LOA. – Send LOA’s to providers and follow up until info received, keeping client updated in the meantime. – Contact client with results (policy summary and projection of benefits including all policies). – Arrange call with adviser if suitable and available to client based on company service agreement.
• Transfers – Generating transfer paperwork and issuing to employee. – Update transfer tracker. – Chase transfer paperwork periodically 3 times, if no response, close case and update records. – Once transfer paperwork received – issue to providers, update database and spreadsheets. – Chase until completion and keep client informed.
• Processing of Group Personal Pension monthly contributions.
• Actioning new joiners/leavers.
• Checking amounts correlate to what they should be.
• Ensuring everyone is auto-enrolled when they should be.
• Management of internal database with monthly data changes.
• Communicate with existing and former clients, providers and advisers via e-mail, letter and phone.
• Correspond with advisers and employers to arrange employer meeting days, once arranged issue invitations to employees.
• Generate meeting day paperwork/diary entries for adviser.
• Supporting re-enrolment for employers and advising of employees to be re-enrolled. Processing the re-enrolment with the provider once month is agreed.
• Liaising with employees and employers to make any requested changes to contribution amounts/bonus sacrifices, ensure all records are updated with the details and the relevant form is completed for audit purposes.
• Supporting employees with the auto-enrolment process, explaining the regulations and statutory amounts as chosen by the employer, and helping action any opt outs.
• Sending communications to employees regarding salary sacrifice, AE rate changes, claiming back higher rate tax etc and assisting with any relating queries.
• Undertake all other duties as reasonably required.
  
  

Person Specification

Qualifications

• CII qualifications in Financial Services and/or Pensions – desirable but not essential.
• GCSE Maths and English (grade 5 or above).
  
  

Knowledge And Experience

• Good knowledge of Microsoft Outlook, Word and Excel.
• Experience of working in an office environment.
• Customer service experience.
• Telephone experience dealing with providers and customers.
• Experience/understanding of Pensions – Personal and Workplace schemes.
• Understanding of Auto Enrolment legislation.
• Understanding of Net, Salary Sacrifice and Tax for pension contributions.
• Basic understanding of core employee benefit products such as Life assurance, income protection, and private medical insurance.
• Experience in Financial Services, particularly Group Personal Pensions and Group Risk, with worked experience in an Employee Benefits Team.
• Experience of processing Letters of Authority and producing Pension summaries.
• Experience of processing monthly pension contribution files with pension providers.
• Comprehensive understanding of Auto Enrolment legislation.
  
  

Personal Skills

• Communication: Ability to communicate effectively both verbally and in writing, and to deal with individuals at all levels.
• Time Management: Attention to detail and ability to prioritise work and manage time effectively.
• Team working: Ability to contribute as part of a team, and deal with individuals at all levels within the business but also work autonomously and take ownership of the role.
• Relations with others: The personal qualities and skills that promote open and constructive relations with colleagues and customers.
• Flexibility: The flexibility for and commitment to continual service development and improvement.
  
  

This Job Description may be reviewed and subsequently amended to better reflect any changes required in the role.

If you are interested in learning more about this role or want to apply, please send your CV/Application to our HR Department at [email protected]