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Job description

Job title:

Administrator

Level/grade:

Admin

Reports to:

Practice Manager

Direct reports:

None

Main location:

1st Floor The Crown, London Road, Westerham, Kent, TN16 1DJ

Contract tenure:

Permanent

Role purpose:

To provide administrative support to the Partner to ensure that the Partner’s relationships between their clients can be optimised and assist with the daily operation of the office.

Key duties and responsibilities:

Provide high level technical and administrative support to the Partner/Practice Manager;

• Deal effectively with queries from clients and other parties through effective communication;
• Prepare files including compliance required documentation
• Ensure that files are complete with all required client identification documentation and necessary application forms;
• Process applications accurately and record the required management information;
• Progress applications with product providers, advisers, clients, and other third parties to ensure that each case completes in a timely manner;
• Provide inbox management for the Partner, managing emails, delegated actions, activities, deadlines and reminders.
• Manage the Partner’s diary and client appointments;
• Make travel bookings and travel arrangements as required for the Partner;
• Liaise with clients and third parties in relation to the Partner’s practice and act as the first point of contact for client administrative queries;
• Support the Partner to ensure the end-to-end business process is adhered to and tracked efficiently in line with Partner and regulatory standards;

Specific authorities:

None

Special requirements:

None

Person specification:

Knowledge and experience:

• Previous experience in an office support role, ideally in financial services or related sector (essential)
• Knowledge of relevant regulation and legislation (desirable);
• Experience of client management systems such as Salesforce.

Skills and behaviours:

• Excellent face-to-face and telephone client interaction skills and ability to build rapport swiftly;
• Excellent written communication skills;
• Broad experience of Microsoft Office (Outlook, Word, PowerPoint, Excel);
• Good organisation skills;
• Strong attention to detail;
• Manages time effectively with the ability to multi-task;
• Keeps calm when faced with conflicting demands and handles these effectively;
• Demonstrates a positive attitude at all times;
• Works well on own tasks as well as on shared goals as part of a team;
• Open to change with a creative approach to problem solving.

Required Competencies:

• Quality Focus: Takes personal responsibility for the quality and timeliness of work and achieves results with minimal supervision. Stays focused on tasks in spite of distractions and interruptions.
• Team Work: Promotes cooperation and commitment within a team to achieve goals and deliverables.
• Embracing Change: Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems.
• Developing Self and Others: Demonstrates an ongoing commitment to learning and self-improvement.
• Communicating Effectively: Understands and learns from what others say and conveys ideas and facts using language the audience will best understand.
• Planning and Organising: Manages own time, priorities, and resources to achieve goals.
• Client Care: Builds and maintains a first-class experience for the client through the products and services offered by the business.

Due to the volume of candidates we will not be able to make contact with everyone. If you do not receive an interview request then you have not been successful.

Job Types: Full-time, Permanent

Salary: £17,701.34-£25,000.00 per year

Benefits:

• Company pension
• On-site parking
• Private medical insurance

Schedule:

• Monday to Friday
• No weekends

Supplemental pay types:

• Bonus scheme

Ability to commute/relocate:

• London, TN16: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (required)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (required)

Work Location: In person