PA / Receptionist / Executive Assistant - Financial Services

The key objective of the role is to assist with the efficient, effective running of the practice and ensuring that clients are served well, the team is working productively and harmoniously, and contributing to the profitability and success of the practice.

The Role of the PA is primarily to assist the partners in managing the practice and in fulfilling their roles. The role of the receptionist is to be the front of office. The role of the Executive Assistant is to support the partners in ensuring the smooth running of the office and the premises. The role may also involve providing administration and support generally as and when required. This will include admin support to the Compliance Officer and the Money Laundering Reporting Officer.

PA Duties:

• Scheduling appointments for the financial planners and partners, and clients and confirming appointments, and managing calendars.
• Reminding financial planners of appointments and ensuring that the technical team have prepared the necessary documentation in good time for the financial planners ahead of client appointments.
• Ensuring that the meeting room is booked and available for appointments and meetings, and that parking is available for visitors when needed.
• Ensuring all client reviews are scheduled and letters to clients are sent in good time and followed up when not responded to by clients.
• Requesting the clients bring all necessary documentation, I.D., cheques, etc to meetings as are required.
• Responding to and composing email communications on behalf of the financial planners and partners and assisting them generally in managing email volume.
• Dealing with correspondence and report production for the financial planners and partners, including dictation.
• Ensuring the Partners are not disturbed by external telephone calls during their prime time and ensuring, as far as possible, they return essential calls.
• Managing client satisfaction questionnaires.
• Issuing greeting cards to clients on their birthday and at Christmas.
• General PA responsibilities as and when required.
• Assisting the Technical Support Team at peak periods with general administrative support.

Receptionist Duties:

• Ensuring that all incoming telephone calls are dealt with in an appropriate manner and ensuring that, as far as possible, telephone calls are returned.
• Ensuring that the answering machine is set and any messages left are dealt with.
• Meeting, greeting and welcoming all clients and other visitors to the office and ensuring that they are provided with refreshments.
• Clearing and tidying of meeting room following meetings in readiness for next use.
• Arranging refreshments and the preparation of buffet lunches for client meetings and other meetings.
• Ensuring that incoming mail is opened promptly each morning and ensuring that the mail is recorded and distributed.
• Ensuring that all outgoing mail is dealt with appropriately and recorded.

Executive Assistant Duties:

• Taking responsibility for the smooth running of the office generally and management of junior staff.
• Maintaining the schedule of office and property projects/jobs/maintenance/repairs/servicing.
• Arranging and overseeing office cleaning, office repairs and maintenance in conjunction with the Partners.
• Arranging for visits by consultants (IT and otherwise) from time to time as necessary and scheduling appointments with staff accordingly.
• Ensuring that good office procedures are implemented to ensure the financial planning process progresses efficiently and effectively.
• Procuring office supplies economically, checking delivery notes, approving invoices for office supplies, and liaising with the accounts administrator.
• Preparing agendas for team meetings in conjunction with the Partners, taking minutes of meetings and circulating action points.
• Ensuring the work of general administration is undertaken efficiently and that all outstanding requests for information from clients and outside agencies are followed up.
• Providing support to the Partners in the areas of health and safety, compliance, HR, completion of staff records, CPD records, analysis of data and as generally is necessary directed.
• Annual appraisal management and oversight.

Compliance Administration:

• Support the MLRO and Compliance Officer with their roles.
• Recording and reporting the Planners CPD.
• Monitoring of compliance registers, monthly.
• Preparing internal compliance policies such as Data Protection, Training & Competence, Anti-Money Laundering, TCF.
• Preparation of all internal compliance documents and updated as necessary with legislation.
• Ensure annual tests are carried out by staff in relation to training in Data Protection, Anti-Money Laundering, TCF.
• Liaising with external compliance support.

Premises Management:

• Central point of contact for Tenants.
• Point of contact for office letting enquiries and viewings.
• Oversee facilities management, including maintenance, cleaner, boiler servicing, IT, telecoms.

Human Resources:

• Supporting the Partners with all HR matters.
• Manage and log all holiday requests and recording of sickness absence.
• Management of appraisals, from scheduling to completion.
• First Aid and supplies of first aid materials.

About you:

• Being well organised and having the ability to organise the work of others.
• Being able to work on own initiative without supervision.
• Being able to work as part of a team.
• Possessing the ability to work under pressure.
• Having a fine attention to detail and taking a pride in one's work.
• Having the ability to identify and correct errors in the work of others.
• Having excellent oral and written communication skills and high standards of personal presentation.
• Having excellent typing and IT skills.
• Being competent in the use of Microsoft Office software (Word, Excel, PowerPoint, Outlook and databases).
• Demonstrating values that reflect personal and business integrity, honesty, openness, accountability and responsibility.
• Be admired and respected by clients and team members alike.
• The role involves flexibility and the need for personal development by training and qualification, as necessary.

What we offer:

• Personal development by training and qualification, as necessary.

Additional Information:

• The role involves providing administration and support generally as and when required.