Administration Manager in Birmingham

About XPS Group

XPS Pensions Group is no ordinary company. We've earned numerous awards and accolades, making us an industry leader in Pensions Consultancy. As the largest pure pensions consultancy in the UK, we are a team of approximately 2000 employees spread across 15 locations nationwide. Listed on the London Stock Exchange Main Market, we pride ourselves on our ability to think and act differently, offering expert advice to over 1600 pension schemes and administering pensions for over 1,000,000 members.

About The Team

Our teams of pension administrators provide services to a wide range of trust‑based company pension schemes, including defined benefit, defined contribution, career average revalued earnings, and hybrid schemes. Our range of pensions administration services include scheme administration, communication, scam identification, payroll services, pension scheme accounting, de‑risking projects, technical consultancy. Our administrative approach is scheme‑based; one team is responsible for every aspect of each client’s service, enabling us to build the best possible relationships and provide the clarity of focus each scheme deserves. Ultimately, pension schemes are there for their members; we place just as much emphasis on delivering excellent customer service as we do on technical proficiency and quality control.

Working closely with Deputy Managers as prime day‑to‑day contact for a given portfolio of XPS Administration clients to ensure provision of high‑quality pension administration and consultancy services. In addition, you will be expected to participate in strategic business changes, implement decisions made by the Board and Senior Management, and understand the issues that affect the performance of the Company.

Job Details

• Location: Birmingham
• Grade: Senior Consultant
• Employment Type: Permanent, Full Time
• Work Arrangement: Hybrid

Key Responsibilities

• Assist or lead the provision of pensions administration services for the assigned XPS Administration client portfolio.
• Oversee day‑to‑day management of client relationships with trustees and corporate clients, and participate in trustee and client meetings where applicable.
• Respond to clients’ needs positively while maintaining commercial interests.
• Actively participate in XPS Administration’s marketing initiatives, new business activities, attending new business pitches and company events, seeking opportunities to generate additional income from the existing client portfolio.
• Provide expert advice solutions to pensions queries and consultative advice; keep abreast of technical and legislative developments within the pensions industry.
• Oversee the project management of annual and ad‑hoc projects such as renewals, benefit statements, pension increases, scheme returns, and trustees’ reports and accounts.
• Ensure projects are fully monitored and completed in line with customer and legislation requirements.
• Inspect client work of other less experienced pensions administration team members.
• Sign out of ad‑hoc and standard letters in response to customer queries.
• Take responsibility for all aspects of admin billing, in conjunction with Operations Manager and/or Client Manager.
• Ensure all recorded admin time is billed or accrued by the monthly deadline, all chargeable work is correctly recorded on the time recording system and billed as soon as possible, and all bills are issued and payment received on time.
• Disseminate information to team members on service delivery objectives and targets for the assigned client portfolio.
• Present technical matters at team meetings.
• Lead non‑client activities, conduct internal audits, identify potential improvements in pensions administration processes, quality improvement and implement changes.
• Ensure governance tracking measures are updated promptly.
• Assume responsibility for total workflow management for the designated team, including workload allocation, prioritisation and ensuring delivery in line with client expectations, legal timescales and service level agreements (SLAs).
• Hold regular workflow meetings with senior team members to manage progress and resolve any issues.
• Identify team objectives or other necessary changes in line with business needs and actively implement appropriate course of action.
• Contribute positively to regular management meetings, implementing recommendations or decisions made in terms of working practices, resourcing, efficiencies and dissemination of communications to more junior staff.
• Formal staff management responsibilities including conducting appraisals, setting individual and team objectives, handling HR, performance management issues and recruitment activities as required.
• Formal responsibilities for mentoring, training, coaching and developing pensions administration team members.
• Ensure adherence to company policies and working procedures.
• Forge strong working relationships with other departments/teams both internal and external to the Company to provide a total service to our clients (e.g. Pensions Accounts, Payroll, Administration Consulting and Business Support).
• Ensure accurate updating on the time recording system for both chargeable and non‑chargeable activities, enabling team and self to meet required utilisation and recovery targets, and encourage the team to meet targets and objectives.
• Report to senior management by exception.
• Due to the changing nature of the business, the job holder may from time to time be required to undertake other activities of a similar nature that fall within their capabilities.

Essential Qualifications

• Demonstrated expert knowledge of pensions administration activities and ability to apply this knowledge to any scheme.
• Previous pensions administration experience of Defined Benefit schemes including leavers, retirements, deaths, transfers, monthly processing and investment, benefit statements, scheme renewal and pension increases.
• Thorough knowledge of pensions legislation framework and demonstrable ability to stay informed of changes.
• Previous supervisory, leadership and management experience including performance monitoring, appraisals, recruitment etc.
• Third‑party pensions administration experience preferred; strong all‑round experience within an in‑house pensions department also considered.
• Presentation experience desirable for client pitches, trustee meetings and account development activities.
• Numerical aptitude evidenced by work‑related experience or academic achievements.
• Previous project management experience required for pension administration project‑based work.
• IT proficiency in Microsoft Word, Excel, Outlook and PowerPoint.

Desirable Qualifications

• Marketing and new business activities experience.
• Developing business contacts and relationships.

What We Offer

Competitive salary, annual discretionary bonus, and 25 days’ holiday with buy/sell flexibility. Benefits include pension matching, healthcare plans, life assurance, and retailer discounts. We support our team with a flexible benefits scheme, employee assistance, and digital GP service. Volunteering events are encouraged with paid volunteer days available. Referral bonuses are offered for suitable candidates.

Equal Opportunity Statement

We are committed to diversity and equal opportunities. We welcome applications from all candidates, irrespective of sex, race, disability, sexual orientation, religion, or belief. As a Disability Confident employer, we ensure accessible and supportive work settings for all employees.

Eligibility

Any employment offer is conditional upon satisfying DBS Disclosure checks, employment or educational references, satisfactory credit checks and eligibility to work in the UK before an offer can be made. We do not sponsor.

How To Apply

Interested candidates should submit applications below or contact recruitment@xpsgroup.com.