Document & Data Operations Associate - Fixed Term Contract - (2100005C) at Britam

Reporting to the EMC Claims & Client Services Team Leader the role holder will be responsible for:

• Providing prompt, efficient and effective operational support by entering into LOB systems requisite customer and related product information as per given documentation, performing verification and quality assurance of customer data & information on the customer record and CRM data
• Manage and maintain all company’s physical documents and records
• Co-ordinate activities and support services within the Registry function
• Give effective supervision to the outsourced registry assistants
• Scanning, assembling and franking of policy documents and dispatch process 

Key responsibilities

• Daily & monthly reporting of registry and policy assembly processes 
• Ensure client details/ instructions are accurately and timely processed in line with the requisite processes 
• Co-ordinate any out-sourced services of document storage and retrieval
• Policy document: printing, franking, assembly and scanning to DMS
• Ensure timely dispatch of assembled policy schedules to branches within TAT
• Processing the completion of new business, client services e.g. issuance of policy documents while adhering to set procedures and guidelines thus limiting the exposure to risk and litigation
• Verifying stamp duty amount due on the sum assured 
• Receipt and verification of records submitted by branches and business units
• Arrangement and retrieval of physical documents.
• Sorting of documents and verifying their attachments.
• File recording: tracking, safe movement and custody of client files and policies between branches & HQ
• Quarterly archiving of files not in current use
• General Registry work as assigned by a team leader
• Accurate and timely processing of client requests
• Manage escalation reports of recurrent issues vis-à-vis agreed Service Level Agreements.
• Escalate quality issues to Operations manager for management.
• Participate in development of knowledge base within DDO

Key Performance Measures

• As described in your Personal Score Card

Knowledge, experience and qualifications required

• A Degree or diploma in Records Management or Information Science.
• A minimum of 2 years’ experience in a busy Registry / Archives or branch.
• Computer Literate; emphasis on Microsoft Office and EDMS.
• Minimum grade of C PLAIN in KCSE secondary education.