Administration Manager; Pensioner Payroll MMH

Position: Administration Manager (Pensioner Payroll) MMH250703-1

Role Purpose

To plan, manage, and control the Pensioner Payroll Administration team, ensuring accurate and compliant annuity payments, effective client servicing, and alignment with regulatory, operational, and business objectives. This role is responsible for leading a specialist team while supporting innovation, service excellence, and continuous improvement in line with the broader client service strategy.

Requirements and Qualifications

• Matric (NQF Level
  4).
• Relevant tertiary qualification (e.g., Administration, Finance, Payroll).
• 6–8 years’ experience in financial services, with at least 3 years in a leadership role.
• Extensive knowledge of annuity/pensioner payroll processes and regulations.
• Experience in retirement fund administration and compliance with SARS and FSB regulations.
• Advanced Excel and payroll systems proficiency.

Duties and Responsibilities Client Service & Administration

• Oversee pensioner payroll operations, including annuity payments, tax reconciliations, and death claim processing.
• Ensure accuracy and timely delivery of monthly payrolls, medical aid reconciliations, and pensioner communications.
• Resolve escalated and complex client queries and ensure client satisfaction through proactive service.
• Monitor SLA adherence and service performance across the pensioner payroll function.
• Daily workflow management and effective resource planning. Problems identified & resolved. Service Level Agreements adherence and production statistics.
• Ensure payroll documentation, communications, and reporting meet both internal and regulatory requirements.
• Engage and retain clients within the pensioner payroll portfolio to ensure ongoing satisfaction and service continuity.
• Deliver consistent service to internal and external clients, in line with TCF principles and company values.
• Define and uphold service practices that build rewarding relationships and exceptional client service.

Compliance & Process

• Ensure strict adherence to Pension Funds Act, SARS guidelines, and governance requirements.
• Oversee the completion and submission of PAYE returns (EMP
  201, EMP
  501) and issue year‑end tax certificates (IRP5/IT3a).
• Monitor audit preparedness and resolve audit findings timeously.
• Embed risk controls and ensure processes such as proof of existence checks, payroll changes, and reconciliations meet quality standards.
• Assess and implement operational efficiencies across the payroll function.
• Implement sound financial controls and manage expenditure within budget.
• Ensure risk management and governance policies are followed and manage exposure to liability.

Collaboration, Stakeholder Engagement & Coaching

• Build and maintain strong relationships with internal teams (e.g., Tax, Finance, Audit) and external clients or service providers.
• Guide and mentor Senior Administrators and Administrators to build capacity and strengthen technical knowledge.
• Represent the team in client meetings and operational forums to address concerns or deliver insights.
• Foster a collaborative and inclusive team environment that prioritises open communication and shared success.
• Support consistent service delivery to all internal departments through cross‑functional collaboration.

Innovation & Strategic Development

• Identify and implement opportunities for process improvement, automation, and cost efficiency.
• Stay up to date with industry changes, legislation, and technology trends that affect pensioner payroll administration.
• Contribute to strategic planning for client service excellence and operational resilience.
• Champion innovation and change agility within the team by encouraging a proactive approach to problem‑solving.
• Identify and report on system‑related issues and market trends that may impact service or compliance.

People Management & Leadership

• Lead, manage, and develop the pensioner payroll team to achieve high performance and engagement.
• Set clear performance objectives, conduct regular reviews, and provide feedback to support growth.
• Create a positive work climate that promotes accountability, motivation, and well‑being.
• Enable a learning culture by encouraging the sharing of ideas, issues, and solutions.
• Monitor individual and team performance to ensure alignment with business objectives.
• Demonstrate exemplary leadership through active involvement and alignment with organisational values.

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Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Project Management and Information Technology

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