Administrative Assistant

Who are we?Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries.People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.The RoleThe jobholder will provided 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.What you'll doPlanning/Reporting:Under the direction of line manager and senior colleagues, determines priorities and activities to achieve business and personal goalsWill input into plans, as required e.g. through team meetings or informal conversations, to ensure achievement of business goalsManages assigned projects and contribute to other projects as requiredProvides relevant management information to senior managementTechnical:Process expenses using the Company systems (Emburse Enterprise), with awareness to the Company’s expense policy.Coordinate and book business travel, whilst keeping up to date with the latest travel restrictions and requirements.Assist in creating Excel reports for management meetings.Take minutes for meetings where appropriate.Data entry and data computation on Company systems and Excel SpreadsheetsEnsure up to date records are maintained at all times on the Company systems for the departmentManage 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 roleEnsures up to date records are maintained at all times on the Company systemsResponds appropriately to urgent issues as they arisePolicy, Process and Procedures:Interprets instructions and issues arising, and then implement actions according to policies and proceduresEnvironment, Customer Focus and Relationships:Respond to the department’s requirements as appropriateResponds to the clients(both internal and external) requirements as appropriateBehaves with all clients (both internal and external) fairly and ethicallyShares information that could be beneficial to the Operating Entity/GroupPeople Management/Personal Development:The job holder has no direct reportsActively undertakes personal development to ensure up to date knowledge and understanding of best practiceRemains aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standardKeeps informed of all legal and regulatory developments relevant to the Operating Entity/GroupRegulatory 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 proceduresEnsures correct authorisation is obtained and processes followed when required by the Operating Entity and/or GroupEnsures 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 appropriatelyOperates in an honest, professional and ethical mannerStrictly adheres to the Group Employee Code of ConductCompletes all relevant regulatory trainingEnsures competence of self and direct reports (if any)Who we're looking forKnowledge/ExperienceExperience 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 intermediariesUnderstanding of processes and procedures within the insurance marketSkills/BehavioursAttention to detail with ability to produce accurate documentation and to file documents appropriatelyAbility to work effectively within a teamPrioritisation and organisational skillsSelf-motivatedCompetent IT skills, including but not limited to Microsoft Word, Excel and PowerPointAbility to communicate effectively, both verbally and in writing, with internal and external stakeholdersAble to undertake and demonstrate competence in technical training, as required by the industry regulatorQualificationsGCSE’s (or equivalent) including English essentialTechnically proficient in MS Office software including Word and ExcelWhat do we offer in return?A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we’re looking for individuals who share the same values as us:Our successes have all come from someone brave enough to try something newWe support each other in the small everyday moments and the bigger challengesWe are determined to make a positive difference at work and beyondReasonable adjustmentsWe're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs. Besides the usual adjustments such as software, IT, and office setups, we can also accommodate other changes such as flexible hours* or hybrid working*.If you're excited by this role but have some doubts about whether it’s the right fit for you, send us your application – if your profile fits the role’s criteria, we will be in touch to assist in helping to get you set up with any reasonable adjustments you may require.*Not all positions can accommodate changes to working hours or locations. Reach out to your Recruitment Partner if you want to know more.Permanent #J-18808-Ljbffr