Medical Aid Benefits Specialist - Brackenfell at Shoprite Group of Companies

Job Objectives

Medical Aid Administration:

• Ensure accurate and timely processing of member application forms, changes to existing memberships, and related documentation, communicating outcomes, facilitating the transactional activities
• Liaise with Payroll, People Partners, and Medical Aid Administrators to follow up on outstanding information and resolve any discrepancies Sign off on medical aid-related forms (e.g., Dental, Gap, Flexicare, Vitality) and communicate updates to relevant stakeholders
• Manage medical aid-related mailboxes and respond to employee queries in a timely manner

Benefits Maintenance and Reporting:

• Maintain up-to-date employee benefits records and documentation, including eligibility, dependents, and contribution changes
• Generate and distribute monthly and annual medical aid reports, statistics, and invoices to stakeholders
• Assist with the annual review and update of medical aid policies, contribution tables, and member communication materials
• Prepare files and support the Principal Officer in the annual benefits review process and regulatory submissions

Stakeholder Engagement and Coordination:

• Act as the primary point of contact for employees regarding medical aid-related inquiries, changes, and issue resolution
• Coordinate and attend regular meetings with Medical Aid Administrators, Payroll, Finance, and other relevant teams to discuss benefits-related matters
• Assist in the preparation of agendas, minutes, and supporting documentation for various benefits related meetings (e.g., Admin Meetings, Reconciliation Meetings, Board of Trustee Meetings, Management Meetings, Audit Committee Meetings)
• Collaborate with internal and external stakeholders to ensure the effective implementation and communication of benefits programs

Continuous Improvement:

• Stay up-to-date with changes in medical aid regulations, policies, and industry best practices
• Identify opportunities to streamline benefits-related processes and implement efficiencies
• Provide recommendations and input to management on enhancing the organization's benefits offerings and administration

Employee Centric Delivery 

• Providing administrative support according to benefits policies and procedures.
• Adhering to legislation as required by the benefits function.
• Escalating concerns or challenges to ensure an efficient flow of work is maintained and coordinating the resolution.
• Providing information and empowering the People Support Service Desk with relevant first line inputs to build the capacity within the People Support Service Desk.
• Registering new applications, processing and communicating outcomes, facilitating the transactional activities 
• Compiling and updating documents as required. 
• Capturing, loading and processing relevant documents on relevant systems. 

People (Self, Team & Organisational) 

• Participating in and aligning with the Benefits team to deliver solutions and services to the business. 
• Participating in various team activities that foster an innovative, agile and employee centric culture where employees are supported, empowered and valued. 
• Participating in various team activities that foster a wellness culture to ensure that the Benefits team
• mentally, physically and emotionally feels supported. 
• Participating in enabling a culture of open and transparent communication within the Benefits team.

Financial, Reporting & BI 

• Ensuring accuracy in data input and relevant reports as applicable to the Benefits team 
• Using official data sources to inform administrative outputs.
• Assisting with compiling basic reports for input to broader Benefits and/or People team requirements.
• Consolidating basic costs or data as required 

Governance & Compliance 

• Ensuring compliance with relevant labour relations frameworks and legislation. 
• Ensuring compliance to organisational and legislative governance frameworks and standards includingthe H&S requirements and POPI Act.
• Identifying and mitigation risks. 

Future-Fit 

• Participating in the integration and effective flow of work with other service areas and business.
• Identifying opportunities for continuous improvement.
• Suggesting or sharing ideas and functional technology requirements where required. 

Qualifications

• Grade 12, National Senior Certificate - (essential).
• Diploma in Administration or equivalent - (beneficial). 

Experience

• +2 years in an Administrative Benefits role with exposure to supporting the processes related medical aid benefits offerings in a Group structure (essential).
• Experience within the FMCG, retail sector or similar - (preferred).