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Client Services Administrator
  • United Kingdom - England - Sheffield -
1 year ago
Administrator
Full Time
Job Description

You will be responsible for providing an effective and efficient first point of contact service to all callers to the office; be it on the phone or in person, providing office administrative support to ensure the smooth running of the business.

Responsibilities

  • Act as first point of contact: answering the entry-phone, meeting and greeting visitors, dealing with written postal and email correspondence, and phone calls.
  • Take enquiries from customers and new prospects.
  • Prepare refreshments.
  • Provide general support to visitors.
  • Manage the diary system, organize, and prepare meetings and appointments for advisers and directors.
  • Preparation of new client packs.
  • Arrange for outgoing mail to be taken to a Post Office or Royal Mail post-box depending on the delivery method required. Arrange alternative delivery of parcels and packages where required.
  • Maintain all standards of performance as required by the firm.
  • Liaising with staff, clients, and suppliers.
  • Maintain the stock levels of office and kitchen supplies, as well as office furniture.
  • Maintain office conditions and arrange necessary repairs and maintenance liaising with the freeholder and suppliers where appropriate.
  • Maintain records of petty cash reconciliation paperwork for the Financial Controllers records.
  • Event organization and management, maintaining a record of all events and seminars held by the company/all dates and information on entertaining.
  • Remind the Chairman, Directors and other staff members of important tasks, deadlines and meetings.
  • Provide support in running errands for the Chairman and Directors both for work and personal errands as required.
  • Provide administrative support to the Chairman and Directors as required.
  • Arrange and book travel, transport, and accommodation.
  • Prepare/print direct mail for posting out (e.g., invitations).
  • Carry out any other tasks as requested by the Chairman and Directors.
  • Act in accordance with the terms and conditions of your contract of employment.
  • Manage and maintain the companies HR system Iris HR by keeping personnel records, including those of approved persons up to date.
  • Ensure training records on Iris HR are kept up to date.
  • Manage staff absence via Iris HR, reporting any issues to staff members Line Manager.
  • Recruitment including preparation of job adverts, preparation of contracts and job descriptions, collating FCA regulated references, completing appropriate due diligence, and ensuring introduction procedures are followed.
  • Ensure health and safety policies are up to date.
  • Ensure compliance and adherence to regulatory and legislative requirements and company policies where your role requires.
  • Ensure the company meets the expectations of the FCA with regards to treating customers fairly.
  • Provide support in organizing office operations and procedures.
  • Management of the Training & Competence administration ensuring the Supervisor receives relevant documentation in a timely manner.
  • Ensure the Matrix of the Training & Competence Scheme is kept up to date.
  • Ensure that the Supervisor is supported in providing ongoing training for the team of Financial Advisers.
  • Ensure relevant CPD & KPI are maintained and recorded accurately, and file reviews are completed in a timely manner in accordance with the T&C procedures before reporting to the Supervisor.
  • Keep and maintain a record of all new leads, carrying out regular updates with advisers.
  • Maintain records of adviser meetings for the Financial Controllers records.
  • Managing ad-hock projects & carrying out background research and presenting findings.
  • Maintain records of the Chairman and Directors mileage and expenses for the Financial Controllers records.
  • Attend meetings with senior management as required.
  • Provide marketing support where required. This could be maintaining the website social media channels, creating social media post plans, preparing direct mail/email merges from lists created from database of Excel, assisting in the creation of marketing materials, sending regular email blasts to prospects offering services and updating useful information.

Benefits

  • 25 days holiday plus bank holidays
  • Free company eye test
  • Flu jab
  • 3% ER Pension

Required Knowledge, Skills, and Abilities
  • Receptionist and administrative experience
  • PA experience is desirable, flexibility on duty expectation
  • HR and Recruitment experience would be an advantage
  • Excellent telephone manner
  • Highly organized
  • Financial Services Industry experience would be an advantage

Reference no: 75724

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