Job Description

QUALIFICATION AND EXPERIENCEMatric and minimum 8 (eight) years practical experience in administration, preferably in the legal or fiduciary field.
The knowledge and experience to attain a FISA certification of Trust Administrator or Senior Trust Administrator or a relevant tertiary qualification /certificate will be an added advantage.COMPUTER COMPETENCY REQUIREMENTSMicrosoft packages, Outlook, Word and Excel in particular. The ability to learn new systems with confidence.KPA/ STRATEGIC BUSINESS DELIVERABLESGeneral administration practice management
Proactively manage files by following up with clients regarding signature of Wills, trust documents and all issues relating to estate planning as well as assisting with reporting to clients on progress.Diary management: proactively set up meetings, internal and external, and prepare relevant documentation.
Bill in line with the fiduciary services model work with the Fiduciary billing module on Tyrus, complete the annual trusteeship and trust administration fee sheet, send invoices to clients and timeous debt collection (less than 5% of book sitting at >90 days).Compliance and data integrity and securityFiduciary-only and other FICA compliance and FAIS compliance on trust bank accounts. Compliance with all processes, including all measures to protect data security and combat fraud.
Maintenance of hard files and accurate and timeous scanning of all documentation on Tyrus. Consistent and accurate use of the task system on Tyrus, ensuring institutional memory and continuity.Trust administrationAGM preparation: arrange, meeting pack, attend to action items, follow up on signed documents. Efficiently manage trust bank accounts: administration, reconciliations, compliance documentation. Prepare documentation: accurately prepare basic trust documents governing different transactions (trustee resolutions, donation agreements, loan agreements, compliance documents etc.) in compliance with Client's house style and statutory requirements.Financial statements and tax returns: liaise with and provide source documents to accountants to ensure timeous preparation
of financials and rendering of tax return.Liaise with the Master's office and following up on documents to ensure quick turnaround.Knowledge and knowledge sharing
Attend and participate in operational and other team meetings.Suggest and follow standardized processes and procedures implemented in the team, including participation in and the implementation of all ad hoc projects and initiatives.Improve personal capability and stay abreast of developments in field of expertise by identifying training courses and career progression for self through input and feedback from Manager and estates administrator.Ensure personal growth and enable effectiveness in performance of role and responsibilities by completing all learning activities.
Maintain knowledge and share knowledge with colleagues. Motivate, inspire and support colleagues.
GeneralWork cost-effectively, efficiently and in an environmentally aware manner, including minimizing printing and going paperless.Identify and recommend opportunities to enhance processes, systems and policies in Fiduciary and support the implementation of new processes, policies and systems.Identify and action business development opportunities and enhance cross-sales. Contribute to a culture conducive to the achievement of transformation goals.COMPETENCIES
- Preferably bi-lingual (English and Afrikaans)
- Excellent relationship skills
- Good writing and drafting skills
- Strategic thinking
- Good organizational skills and time management ability
- Professional and confident communication skills, both verbal and written
- Attention to detail and good data management
- Self-driven
- Ability to manage workload and meet deadlines
- Ability to work in a pressurized environment and set prioritiesKNOWLEDGE
- All aspects relating to estate planning for high-net-worth individuals, including Wills and trust administration and governance processes
- Keep abreast of current trends and changes in the laws affecting estate planning and the industry, locally and to some extent internationally
- Fiduciary and other local compliance requirements (Master of the High Court, SARS, FICA, FAIS, FATCA, exchange control)PERSONAL CHARACTERISTICS
- Client relationship and service-orientated attitude
- Dynamic, flexible and enthusiastic
- Professional
- Honesty, integrity, accountability and responsibility of the highest order
- Highly self-motivated, focused and proactive Solution-driven
- Pragmatic problem solver
- Detail-oriented
- Respect for the confidentiality of clients affairs
- Interpersonal understanding and empathy
- Capacity to work both as member of a team and independently
- Intent on a career in the fiduciary industry

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