Administration Manager in London

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.

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, participate in trustee and client meetings, and maintain commercial interests of the business.
• Actively participate in XPS Administration’s marketing initiatives, new business activities, attending new business pitches and company events.
• Provide expert advice on pension 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.
• Scrutinise the work of other less experienced pensions administration team members and sign out ad‑hoc and standard letters in response to customer queries.
• Take responsibility for all aspects of admin billing, ensuring accurate recording and timely billing, and receiving payments 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 internal audits, identify improvements in pensions administration processes, implement quality improvement changes, and maintain governance tracking measures.
• Manage total workflow for the designated team, including workload allocation, prioritisation, and ensuring delivery in line with SLAs.
• Identify team objectives and implement appropriate course of action.
• Contribute to regular management meetings, implement recommendations or decisions on working practices and efficiencies.
• Perform formal staff management responsibilities: conducting appraisals, setting objectives, handling HR, performance issues and recruitment activities as required.
• Mentor, train, coach, and develop pensions administration team members, ensuring adherence to company policies and working procedures.
• Forge strong relationships with other departments, such as Pensions Accounts, Payroll, Administration Consulting and Business Support.
• Accurately update the time recording system for chargeable and non‑chargeable activities to meet utilisation and recovery targets.
• Report to senior management by exception.
• Undertake other activities of a similar nature falling within your capabilities, as required.

Your Profile

Essential

• Expert knowledge of pensions administration activities.
• Previous experience with defined benefit schemes covering all aspects including leavers, retirements, deaths, transfers, monthly processing, investment, benefit statements, scheme renewal and pension increases.
• Thorough knowledge of pensions legislation framework and ability to stay informed of changes.
• Previous supervisory, leadership and management experience, including performance monitoring, appraisals, recruitment.
• Experience in third‑party pensions administration or strong all‑round experience within an in‑house pensions department.
• Presentational experience desirable for client pitches and trustee meetings.
• Numerical aptitude evidenced by relevant work experience or academic achievements.
• Project management experience.
• IT proficiency in Microsoft Word, Excel, Outlook and PowerPoint.

Desirable

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

What We Offer

Enjoy a 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. Referral bonuses are offered for introducing suitable candidates.

Equal Opportunity Statement

XPS Group is 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 checks, employment or educational references, satisfactory credit checks and eligibility to work in the UK. XPS Group does not provide sponsorship to employees.