Administrative Assistant

Ashberry Recruitment are looking for an Administrative Assistant to provide administrative support to the Operations Manager and Financial Advisers 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

• Day to day administrational support to our financial advisers and the Operations Manager
• Preparation of letters of authority and to ensure all correct information is obtained from third parties
• You will play a key role in supporting the case management and business submission processes of clients’ investments liaising with internal and external providers to ensure these are processed accurately and efficiently
• You will maintain client files and practice MI in line with Compliance procedures
• Ensuring all necessary documents are prepared in advance of the advisers meetings
• Preparing client review documents and completing all post reviews actions and documentation
• Maintain accurate client information, files/records including the use of a back office system
• Prepare portfolio valuations as requested
• Attend and contribute to regular update meetings with the team
• Maintain a good working relationship with colleagues, clients and third parties

Knowledge and experience

• Previous experience in an office support role, ideally in Financial Services or Professional Services
• Knowledge of relevant regulation and legislation (desirable)
• Experience of client management systems/back office systems

Skills and behaviours

• Excellent face-to-face and telephone client interaction skills and ability to build rapport
• Excellent written communication skills
• Broad experience of Microsoft Office (Outlook, Word, PowerPoint, Excel);
• Good organisation skills
• Attention to detail and ability to question information
• 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 Competences

• 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: Demonstrates an ongoing commitment to learning and self-development
• Planning and Organising: Manages own time, priorities, and resources to achieve individual and team goal
• Client Care: Builds and maintains a first-class experience for the client

Confidentiality

You will be working with sensitive and personal data, therefore adherence to DPA & GDPR regulations is essential