Clerk : Policy Service

We are looking for a Clerk: Policy Services to work on a Fixed Term Contract in our Policy Services Department. You will be working for a well-established company with strong values.

In exchange for your services, you will receive a competitive compensation package.

You will be joining an organisation that values employee development and rewards excellent performance.

Responsibilities:

1. Check if the policy number on application forms match the policy number on workflow.
2. Check if all the required documents present and uploaded are correct and indexed correctly.
3. Check whether all the required documents are complete and clear.
4. Read and interpret all documents to understand the nature of the enquiry before scanning and indexing.
5. Ensure that there are full and completed notes made on XD.
6. Receive incoming mail and faxes, sort and prepare documents for scanning, ensuring that there are no duplicates.
7. Investigate unresolved document items and re-index accordingly using the outstanding procedure.
8. Team Leaders will provide daily / weekly / monthly set targets.
9. If errors occur, inform the Team Leaders as soon as possible.
10. Ensure all pages are straight and in the correct direction for readability.
11. Group like-size documents together to minimize changes in paper size settings.
12. Use the correct page size to avoid cutting off items or wasting space around the article.
13. Ensure clarity of the document; everything on the original document must be readable after scanning.
14. Scan pages with front and backs using the duplex feature on most scanners.
15. Double-check scanner settings to avoid scanning images to a high resolution that creates large image files.
16. Scan documents according to policy numbers.
17. Name the batch for easy recognition of the documents and the date scanned.
18. Scan all documents in batch; do not exceed 50 documents per scan, but if a document has multiple pages, it can go over.
19. Capture all returned mail on the Production system.
20. Verify addresses of policyholders and rectify or change to 'unknown' to prevent future correspondence and save on postage costs.
21. Print duplicate contract/policy information and post or email as per request.
22. Update clients' details, contact information, and language preferences.
23. Check and capture banking details for loans, withdrawals, surrenders, cash backs, and cancellations.
24. Check, order, receive, and store daily stock (e.g., stationery for the department).
25. Value letters (only single policies).
26. Timely handle/completion of transactions from the indexing queue within 24 hours.
27. Communicate outstanding requirements with the client/branch.
28. Refer documents not meant for the department to relevant departments.
29. File scanned documents and keep records as instructed by team leaders/department head.
30. Report system errors to Team leaders or Department Head.
31. Mark and send boxes of scanned documents to the Correspondence department according to department requirements.