Role Title: Personal Assistant
Business: Private Banking
New or Existing Role- New
To provide full secretarial /EA support to the Business Head, UK High Net Worth (plus occasional support to other Senior Managers in the HNW team).
Impact on Business
Secretarial support to enable the managers to focus on strategic projects:
Organise travel arrangements and itineraries
Support HNW and the PBUK Marketing team with the coordination and administration of client events.
Act as a key point of contact for the organization of monthly training sessions across PBUK.
Check and process expenses
Maintain & update filing systems
Assist in preparation of Exco/Steerco committee papers on a monthly basis
Field phone calls on manager’s behalf, answering queries or forwarding calls where possible
Setting up and monitoring conference and video calls for meetings
Any other relating ad-hoc duty
Team administration to provide efficient processes and meet service levels:
Assist in maintenance team records including absence, holiday, business recovery plan, role profiles and performance management, and manage the shared drive
Coordinate approvals for payment of invoices and chase where necessary
Ensure the Business Head meets various Compliance, Governance and HR deadlines that are dictated by the business
Be on top of all new processes, systems and IT implementations and communicate to the business and train where necessary
Provide telephone / holiday cover for other Personal Assistants in the PBUK area
Other ad-hoc duties relating to the HNW Team.
Reduction in the administrative workload of line manager
No requirement for micro management
Positive feedback from line/functional manager and team
Prompt and accurate completion of presentations/documentation
Demonstrate awareness of policies and practices of the workplace exhibiting a collective responsibility
Demonstrate sound knowledge/understanding of team structure and strategy
Develop and enhance trusted key client relationships
Ownership of tasks undertaken
Prepare and format documents as requested, according to established standards and branding guidelines
Dealing with all tasks in a timely and efficient manner eg drafting correspondence, diary, travel, expenses.
Responsive and professional telephone answering skills (clear and articulate communicator) Ability to record detailed and accurate messages
Take ownership of basic enquiries resolving, escalating or identifying alternative contacts as appropriate
Update diary arrangements, disseminating the information as necessary, to ensure the diary is accurate and up to date. Ability to multi-task and prioritise/re-prioritise
Co-ordinate arrangements (eg travel, meetings, couriers) ensuring all related bookings/paperwork are completed and communicated.
Anticipate and organise documents on a frequent and proactive basis, eg papers for meetings and travel requirements.
Review and agree workload on a weekly or more infrequent basis as appropriate
Provide cover as appropriate, working collaboratively with other team members
Use systems for dealing with invoices, completing expense claims, maintaining client information etc
Actively share knowledge with others
Compliance with policies, procedures and protocols, maintaining internal control standards
Build and maintain effective team and client relationships
Ensure deadlines are met through management of own time, delivering accurate and timely work (alerting Manager to any conflicting deadlines)
Consistently demonstrate a willingness to own/tackle problems as they arise and ability to identify issues for upward referral
Awareness of risk and business impact of actions eg, to accrue cost effective benefits indirectly to the bank eg travel arrangements and room bookings (cancelling when not required etc to reduce costs)
Demonstrating ability and confidence to take responsibility for individual projects (eg preparation, collation and distribution of information as appropriate)
Adapt working style in response to that of manager(s), their role/objectives
Filing archiving and destruction as requested
Ad hoc duties as required by the business
Observation of Internal Controls
Maintains internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.
Understands, follows and demonstrates compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which the jobholder is involved, specifically Internal Controls and any Compliance policy including, inter alia, the Group Compliance policy.
Build and maintain proficiency of use of the standard suite of work solutions and relevant technical tools
Developing, good working knowledge of the business
Support new joiners in acquiring basic business knowledge and in overall induction
Fully compliant with risk and compliance requirements and protocols
Build internal and external networks to support development of client skills/client handling
Manage difficult/challenging situations while maintaining effective relationships.
Keep manager / client informed of progress/issues in real time
Address delivery problems before they become issues, escalating as necessary
Secretarial qualifications, + accurate 55 wpm minimum
Personal Skill Requirements
Good interpersonal skills. Able to exercise confidentiality, discretion and personal sensitivity in all aspects of the role
Respect and maintain confidentiality of , client and staff information
Personal, Organisational and Delivery
Demonstrating high standards of professionalism/collegiate behaviour
Adopt a flexible approach to work parameters as required (eg work outside of core hours, some contact with manager(s) via Blackberry)
Adaptable, confident and open to change and able to ‘think on their feet’ and work under pressure
Give own development priority, actively seeking feedback and striving for continuous improvement
Proactively look for ways to add value to tasks and actions them
Exercise personal responsibility for completing assigned tasks to deadlines
Work collaboratively, demonstrating initiative and ownership of tasks and issues
Demonstrate commitment to continuous performance improvement, sharing expertise and information with others
A strong team player, proactively offering assistance , providing cover and support for others in the team as need arises
Demonstrate enthusiasm and commitment to tasks/activities assigned
Planning, Organising and Delivery
Good organisational skills. Support project delivery with discrete pieces of work
Efficient and productive, able to undertake substantial workload without sacrificing quality, showing strong attention to detail and accuracy
Conduct accurate research in an organised manner
Consistently deliver on commitments to clients and team members
Good communication skills
Active listening skills
Respects the opinions of others and communicates with sensitivity
Select and use communication methods/tools appropriately
Proven experience in global organisation, financial environment not essential but beneficial, 5yrs +
We are a diverse workforce and it is part of our organizational culture, it reflects our belief that diversity of thought, background and perspective make a stronger organization. We strive to implement a culture that is inclusive, diverse, positive and performance-oriented. Having a diverse workforce allows us to benefit from a variety of perspectives and strengthens our local and global competitiveness. We value diversity in our workforce and encourage all qualified candidates to apply from a variety of perspectives and strengthens our local and global competitiveness. We value diversity in our workforce and encourage all qualified candidates to apply.
As a business operating in markets all around the world, we believe diversity brings benefits for our customers, our business and our people. This is why is committed to being an inclusive employer and encourages applications from all suitably qualified applicants irrespective of background, circumstances, age, disability, gender identity, ethnicity, religion or belief and sexual orientation.
We want everyone to be able to fulfil their potential which is why we provide a range of flexible working arrangements and family friendly policies.
Only selected candidates will be notified.
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