ROLE PROFILE:

Administrator/Administrative Assistant

ROLE PURPOSE:

The jobholder will provide administration support to a nominated team. They will carry out a range of administrative duties to support the work of their team and will ensure that their activities are completed in accordance with the relevant Company and/or Group policies.

KEY ACCOUNTABILITIES:

Planning/Reporting :

• Under the direction of line manager and senior colleagues, determines priorities and activities to achieve business and personal goals
• Will input into plans, as required eg through team meetings or informal conversations, to ensure achievement of business goals
• Manages assigned projects and contribute to other projects as required
• Provides relevant management information to senior management

Technical:

• Assist in the creation of broking, client and other types of documents including but not limited to general typing, production of monthly market renewal placing contracts (MRCs) and Premium/Loss summary sheets.
• Data entry and data computation on Company systems and Excel Spreadsheets
• Ensure up to date records are maintained at all times on the Company systems for the department
• Manage and utilize Document management systems (whether paper based or electronic) on behalf of the whole department including but not limited to printing, copying, scanning, assembling, uploading and mailing.
• Manage and utilize Archiving, Filing and other systems on behalf of the whole department (either paper based or electronic, as appropriate)
• Keeps informed of all regulatory and legal changes which impacts on the job role
• Ensures up to date records are maintained at all times on the Company systems
• Responds appropriately to urgent issues as they arise

Policy, Process and Procedures:

• Interprets instructions and issues arising, and then implement actions according to policies and procedures

Environment, Customer Focus and Relationships:

• Respond to the department's requirements as appropriate
• Responds to the clients(both internal and external) requirements as appropriate
• Behaves with all clients (both internal and external) fairly and ethically
• Shares information that could be beneficial to the Operating Entity/Group

People Management/Personal Development:

• The job holder has no direct reports
• Actively undertakes personal development to ensure up to date knowledge and understanding of best practice
• Remains aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standard
• Keeps informed of all legal and regulatory developments relevant to the Operating Entity/Group

Regulatory and Compliance:

The Board of each Operating Entity requires the highest standards of corporate governance, operational excellence and financial reporting throughout the Group from all its employees. Specific responsibilities are listed below.

• Ensures compliance of self and direct reports (if any) with all applicable legal, fiscal and regulatory obligations in the form of policies and procedures
• Ensures correct authorisation is obtained and processes followed when required by the Operating Entity and/or Group
• Ensures performance, HR and T&C records are up to date and meet the Operating Entity and/or Group's requirements (which will include those of direct reports if any)
• Maintains accurate records and deals with correspondence appropriately
• Operates in an honest, professional and ethical manner
• Strictly adheres to the Group Employee Code of Conduct
• Completes all relevant regulatory training
• Ensures competence of self and direct reports (if any)

PERSON SPECIFICATION:

Knowledge/Experience

• Experience not essential, training will be given. However, preference will be given to applicants who have some experience of working in an office environment in an administrative capacity and a desire to work in insurance.
• Basic technical knowledge of FCA regulations as they pertain to insurance intermediaries
• Understanding of processes and procedures within the insurance market

Skills/Behaviours

• Attention to detail with ability to produce accurate documentation and to file documents appropriately
• Ability to work effectively within a team
• Prioritisation and organisational skills
• Self-motivated
• Competent IT skills, including but not limited to Microsoft Word, Excel and PowerPoint
• Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders
• Able to undertake and demonstrate competence in technical training, as required by the industry regulator

Qualifications

• GCSE's (or equivalent) including English essential
• Technically proficient in MS Office software including Word and Excel