Deputy Administration Manager

XPS Pensions; Perth; Hybrid; GBP 42,000 - 56,000; Full time

Benefits offered by this job

Competitive salary

Annual discretionary bonus

25 days holiday

Pension matching

Healthcare plans

Life assurance

Retailer discounts

Flexible benefits scheme

Paid volunteer days

Referral bonuses

Job summary

XPS Group in Perth, Scotland, seeks a Deputy Administration Manager to lead pension administration activities across DB and other schemes. This permanent, full-time role emphasizes client service, accuracy and regulatory compliance, with a collaborative, scheme-based team approach.

You will oversee projects, mentor staff, monitor SLA performance, manage time recording and billing, and deputise at management meetings.

Qualifications

• Expert knowledge of pensions administration across multiple schemes.
• Experience with Defined Benefit leavers, retirements, transfers, reporting.
• Knowledge of pensions legislation and regulatory acts.
• Experience supervising workflow management, performance appraisals and recruitment.
• Proficient in MS Office suite.
• Numerical aptitude evidenced by work or studies.

Responsibilities

• Oversee management of annual and ad-hoc projects for all schemes.
• Review client work of junior pension administrators.
• Monitor team performance and SLAs and take corrective actions.
• Mentor staff, conduct appraisals and regular catch-ups.
• Ensure accurate time recording for chargeable/non-chargeable work.
• Build trusted client relationships and ensure service quality.
• Prepare, check and issue administration bills.
• Maintain change-control schedules and data records.
• Ensure breaches and complaints are logged and reviewed.
• Deputise at Administration Manager meetings.
• Manage day-to-day workflow and conduct regular team meetings.

Skills

Pensions administration

Defined Benefit schemes

Supervisory/team management

Workflow management

MS Office (Word, Excel, PowerPoint,Out

Education

GCSE Maths & English (Grade B/6)

Pensions qualification e.g. CPC/QPA/DPC/RPC/APMI desirable

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

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Deputy Administration Manager

Location: Perth

Employment Type: Permanent, Full Time

Grade: Consultant

Hybrid

About XPS Group:

XPS Group is a prominent and growing UK consultancy and administration firm within the pensions and insurance sectors. As a FTSE 250 company with over 2000 employees, we leverage expertise alongside advanced technology to serve over 1,400 pension schemes and their sponsors. Our goal is to foster a workplace where diverse talents thrive.

About the Role:

We are currently seeking a Deputy Administration Manager to join our team. Our teams of pension administrators provide services to a wide range of trust‑based company pensions schemes including defined benefit, defined contribution, career average revalued earnings, and hybrid schemes. 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 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:

• Overseeing the management of annual and ad‑hoc projects for all schemes on the team such as renewals, benefit statements, pension increases, life styling, trustees' reports and accounts. Ensuring projects are fully monitored and completed in line with customer and legislation requirements.
• Reviewing the client work of other less experienced pension administrator team members.
• Monitoring accuracy, performance, and SLA's for the team, including activity and client performances, and taking action to ensure targets are met.
• Liaising with Administration Managers regarding appraisals and regular catch‑up meetings. Conducting some appraisals and catch‑up meetings including regular mentoring meetings with staff on probation.
• Ensuring the accurate update of time recording system for both chargeable and non‑chargeable activities.
• Maintaining a client focused approach, able to develop trusting and credible partnerships with clients.
• Preparing, checking and issuing administration bills.
• Updating internal change control and other schedules and spreadsheets as required.
• Ensuring breaches, errors and complaint logs are promptly completed and regularly reviewed.
• Deputise at Administration Manager meetings when necessary.
• Manage day to day activities of staff to ensure efficient and effective delivery of all work. Hold regular workflow meetings with senior team members (where needed) to manage progress and resolve any issues.

Your Profile:

Essential:

• Able to demonstrate an expert knowledge of pensions administration activities and can apply this knowledge to any scheme.
• Previous pensions administration experience of Defined Benefit (DB) schemes including leavers, retirements, deaths, transfers in, transfers out and reporting.
• Experience of current pensions legislation and frameworks is essential, especially the regulatory requirements of the various Pensions and Finance Acts which impact on pensions administration.
• Previous supervisory of workflow management experience is required – ideally including performance monitoring, appraisals, recruitment etc.
• IT proficient: Microsoft Word, Excel, Outlook & PowerPoint.
• Effective management skills including awareness of management processes and motivation of staff.
• Able to demonstrate a numerical aptitude evidence by work related experience or academic achievements.

Desirable:

• Third party pensions administration experience preferred, although strong all‑round experience within an in‑house pensions department which is not purely process driven will be considered.
• Previous presentational experience is desirable to assist with prospect pitches and trustee meetings.
• Sound commercial and business awareness.

Qualifications:

• Strong Maths and English GCSE or equivalent qualification – minimum grade B/6.
• Progression within a relevant pensions' qualification e.g. CPC/QPA/DPC/RPC/APMI is desirable.

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. Participating in volunteering events is encouraged with paid volunteer days available. Referral bonuses are offered for introducing suitable candidates to XPS.

Equal Opportunities 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 made will be conditional upon you satisfying DBS Disclosure checks, Employment or educational references, Satisfactory credit checks and eligibility to work in the UK before an offer can be made. XPS Group is not able to provide sponsorship to employees.