Reports to: Private Client Senior Manager

The purpose of the role is to deliver excellent client administration to a portfolio of client trust and company structures and to support the Trust & Corporate team as required. The job holder will liaise closely with the Trust team, clients and intermediaries. The role encompasses all aspects of administering a portfolio of company and trust structures.

The jobholder will play a leading role in a team of administrators, to whom they will provide guidance, training and day-to-day assistance.  They will help the manager with the smooth running of the team.

The Private Client Assistant Manager will also be assigned a client portfolio of their own and should ensure the highest level of client service is provided by themselves and the team at all times.

·         Administration of a portfolio of entities including (but not limited to); e-mail and telephone communication with clients and intermediaries; transactional work; payments; administration of a wide and varied range of asset types; drafting of minutes/resolutions; and preparation of source documents for presentation to the Client Committee.

 

·Maintaining and building good relationships with clients and intermediaries through quality service.

 

·Responding to all client communications within 24 hours (including holding replies).

 

· Preparation for and attendance at virtual, local and occasional UK based client meetings and preparation of the post meeting file note.

 

· Assisting the Directors and Senior Management with the on-boarding of new business.

 

· Completion of terminating and outgoing business within 3 months of notification.

 

·A quarterly review of all time billed to their portfolio.

 

·Sending OTGL fee invoices to clients within 2 weeks of being issued by the Finance Team.

 

· Collecting OTGL fees within 1 month of being issued.

 

· Providing a B level signatory.

·Maintaining and updating Client Profiles and Risk Assessments.

 

·Keeping client due diligence up to date and compliant.

 

· Attending to and completion of Tasks within their due date.

 

·Signing off Periodic Reviews within 3 months of receipt.

 

·Attendance at monthly Management Meetings and minute taking.

 

·Delivering relevant Management reports and key information to the Administrators, including updates on personal targets, following each monthly Management Meeting.

 

· Presentation of Administrators’ work to the Client Committee.

 

·Guide, support, encourage and develop team in line with Oak’s People Management Framework.

 

·Understand and adhere to OTGL Policies and Procedures.

 

·Completion of timesheets daily and reaching a monthly utilisation target of 65%.

 

·Completing any other duties as may be required from time to time in accordance with the requirements of the role, team and evolving nature of the business.

·In all aspects of your role, display and adhere to Oak’s vision and values.

 

·Good understanding of fiduciary services business including the regulatory requirements.

 

·Good IT skills, including practical experience of Microsoft Outlook, Word and Excel.

 

·Good written and verbal communication skills.

 

·Ability to work accurately with good attention to detail.

 

· A flexible attitude towards work and a willingness to assist other members of the team as required.

 

·Good time management, prioritisation and organisational skills.

 

·Demonstrates drive, ambition & willingness to learn.

 

·A proactive approach to work & the ability to work under own initiative.

 

· Minimum 5 GCSE’s (or equivalent) with English & Mathematics at Grade C or above.

· Minimum 7 years’ experience in an administrative role ideally within Fiduciary Services.

· Preferably holds a relevant Professional Qualification e.g. STEP, ICSA, ACCA.