AVBOB | Administration Clerk: Policy Service

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Job Description

We are seeking a Clerk to join our policy services department.

You will be employed by a reputable company with deeply rooted values. In return for your contributions, you will be offered an attractive compensation package. You will become part of an organization that prioritizes employee growth and recognizes outstanding performance.

YOUR RESPONSIBILITIES WILL INCLUDE THE FOLLOWING:

• Ensure the policy number on application forms aligns with the policy number in the workflow.
• Verify that all necessary documents are present, uploaded, accurate, and properly indexed.
• Confirm that all required documents are complete and legible.
• Review and understand all documents to determine the nature of the inquiry prior to scanning and indexing.
• Ensure comprehensive and accurate notes are recorded on XD150.
• Handle incoming mail and faxes, sorting and preparing documents for scanning while eliminating duplicates.
• Investigate unresolved document issues and re-index them following the outstanding procedure.
• Meet daily, weekly, or monthly targets as set by Team Leaders.
• Report any errors to Team Leaders promptly.
• Ensure all pages are aligned and oriented correctly for readability when viewed.
• Group documents of similar size together to reduce adjustments in paper size settings.
• Select the appropriate page size to avoid cutting off content or wasting space around the document.
• Maintain document clarity, ensuring all text from the original is legible after scanning, adjusting contrast and darkness as needed.
• Scan both front and back of pages using the duplex feature on scanners when applicable.
• Verify scanner settings to avoid excessively high resolutions that result in large file sizes.
• Organize and scan documents according to policy numbers.
• Load documents into the scanner and name batches clearly, indicating the document type and scan date.
• Scan batches of documents, limiting each to 50 pages unless a single document exceeds this with multiple pages.
• Log all returned mail in the Production system.
• Validate policyholder addresses, updating them to “unknown” if incorrect, to reduce future mailing costs.
• Generate and send duplicate contract or policy information via mail or email as requested.
• Update client details, including contact information and preferred language.
• Record and verify banking details for transactions such as Loans, Withdrawals, Surrenders, Cash Backs, and Cancellations.
• Order, receive, and manage daily stock (e.g., stationery) for the department.
• Process value letters for single policies only.
• Notify Team Leaders immediately if errors occur.
• Complete transactions from the indexing queue within a maximum of 24 hours.
• Communicate any outstanding requirements to the client or branch.
• Forward documents not intended for the department to the appropriate departments.
• File scanned documents and maintain records as directed by Team Leaders or the department head.
• Report system issues to Team Leaders or the Department Head.
• Label and transfer boxes of scanned documents to the Correspondence department per their specifications.

Job Requirements

• Matric (Grade 12) qualification.
• One year of administrative experience.
• Fluent in English (reading, writing, and speaking) and proficient in Afrikaans.
• Proficient in Microsoft Word and Excel.
• Familiarity with Long-Term Insurance is preferred.
• Experience and understanding of a client service environment are advantageous.
• Strong track record in discipline, including attendance, time management, productivity, quality, and compliance with regulations and instructions.