Pensions Administration Assistant

Role Overview

The Pensions Administration Assistant keeps the day-to-day machinery of the pension scheme running: maintaining member records, supporting benefit calculations and transactions, handling contributions and reconciliations, and answering enquiries from members and their dependants. Working alongside the Assistant Pensions Administration Officer, the post-holder is often the first point of contact for scheme members and the person who makes sure documentation is complete, deadlines are respected and nothing falls through the administrative gap. The role exists to protect the accuracy of scheme data and the quality of member service, while giving someone early in their pensions career a structured route into the profession.

Key Responsibilities

• Keep member and scheme records accurate, current and properly filed, including logs of the section's activity, so that any transaction can be traced, explained and evidenced later.
• Support the Assistant Pensions Administration Officer with benefit calculations and the processing of pension transactions, checking figures and supporting paperwork before cases move forward.
• Carry out routine administration — member updates, retirements, transfers, leaver documentation and standard correspondence — accurately and within agreed turnaround times.
• Respond to enquiries from members and their dependants by telephone, email and in person, providing clear and correct information and escalating anything that falls outside the scope of the role.
• Monitor outstanding cases and report progress, discrepancies or emerging risks to the Assistant Pensions Administration Officer so that problems are resolved before they become complaints or audit findings.
• Assist with scheme communications and the logistics of the Annual General Meeting, including mailings, arrangements, attendee records and follow-up.
• Take accurate minutes at team meetings, capture decisions and action points, and follow up outstanding actions until they are closed.
• Prepare and maintain the supporting documentation required for budget monitoring, internal and external audits, and pension administration reviews, responding to information requests as they arise.

Requirements & Qualifications

• Bachelor's degree in Insurance, Business Administration, Actuarial Science or a related discipline from a recognised university.
• A minimum of one year of relevant experience in pension administration.
• Actively pursuing a professional qualification such as ACII, AIIK or an equivalent recognised pensions administration certification.
• Practical familiarity with pension administration and member records, pension contributions and reconciliations, and ERP or pensions administration systems.
• Confident Microsoft Excel skills, with the ability to keep data clean, reconcile figures and identify anomalies.
• Working understanding of internal controls and budget monitoring documentation, and why records must withstand audit scrutiny.
• Attention to detail and an analytical mindset, applied to checking calculations, records and reconciliations.
• Strong planning and organisation skills, with the ability to manage competing tasks and routine deadlines without close supervision.
• Clear written and verbal communication, and the confidence to deal professionally with members, dependants and internal stakeholders.
• Accountability, teamwork, professionalism and integrity in handling member information and scheme records.