Aims and purpose of the job
To provide a high-quality customer and client-focused administration support service to the Financial Services Team, in full compliance with all financial services, statutory and regulatory processes, policies and procedures.
To build supportive relationships with colleagues within the wider David Allen Group as well as with clients and providers to ensure that the financial services team can work collaboratively with other functions to identify new or developing client relationships.
Duties to include:
1. To deal with all incoming and outgoing post; sorting and filing of all correspondence and assisting in the production of reports if required.
2. To arrange appointments with clients and manage team diaries and travel arrangements accordingly. To look after clients in a friendly and professional manner, acting as ambassador for the team when required.
3. To collate information accurately from clients and providers via telephone, email and other sources as appropriate; and ensure it is directed to the correct personnel in a timely manner.
4. To manage the accurate recording of information in the back-office system, including manual and electronic records, ensuring that all records are stored and processed securely and confidentially in full compliance with statutory requirements.
5. To assist the Team Manager to identify ways to improve and develop the departmental and back-office systems, ensuring streamlined and accurate processing.
6. To support the wider team with administrative tasks on a day-to-day basis, including the reconciliation of fees if required.
7. To ensure that all work produced is to a high quality and in compliance with legal requirements.
8. To plan, manage and prioritise your own workflow and productivity to ensure personal and team targets and deadlines are achieved.
Central duties
9. To represent the business when required to ensure positive links, relations and networks.
10. To show a commitment to equality, diversity, and inclusivity (EDI).
11. To undertake personal development necessary to ensure effective performance in the role.
12. To participate in relevant and appropriate training and development as required.
13. To demonstrate the David Allen values of ambition, professionalism, knowledge, integrity, and respect in the work you do and during your appointment.
Education / Qualifications
GCSE or equivalent at grade A-C (9-4) in Maths and English.
Qualification in Business Administration.
Skills/ Knowledge/ Experience
Some experience in working in an office providing administrative support.
Some experience in making travel arrangements and managing team diaries.
Some experience with document and record filing and retention systems.
Numerical skills or aptitude towards numeracy and data.
Able to use Word/ Outlook/ Excel to a minimum standard.
Competent in using IT systems and inputting personal data into systems.
Good communication skills, using the telephone and drafting emails and letters.
Report-writing and minute-taking skills.
High levels of accuracy with work methods to ensure accuracy in work.
Personal Behaviours & Qualities
Enthusiastic to learn and to contribute to business success of a team; a genuine interest in working in an administrative position within a financial services team.
Strong sense and understanding of quality in a client-focussed service.
Strong sense of team, willing to contribute to team objectives and support others to achieve their targets and work commitments.
Ability to plan, manage and prioritise work tasks and review flexibly; well organised with the ability to organise others.
Ability to use own initiative but know when to refer queries and take instructions.
Friendly but professional confident manner; with ability to build positive relationships.
Ability to demonstrate behaviours and expectations consistent with the David Allen values of ambition, professionalism, knowledge, integrity, and respect.
General
Ability to travel between offices if required
Willing and able to work Saturday morning rota to support general team
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