Description
The purpose of this role is to provide PA support to the Head & Deputy Head of Compliance and to carry out a full range of administrative and secretarial tasks for their direct reports/team, maintaining complete confidentiality and discretion in doing so.
Some of the duties are;
- To manage the Head & Deputy Head of Compliance diaries, ensuring that they are up to date and accurate at all times, that there are no conflicting appointments and to ensure they get to the right place at the right time.
- To co-ordinate internal and external meetings, including booking venues, etc; collate material and circulate. The role holder will be responsible for arranging all of the Head & Deputy Head of Compliance meetings and will also assist the team in arranging meetings.
- Ensure Head & Deputy Head of Compliance has sufficient time to prepare for meetings and research and provide appropriate material.
- To attend meetings and take minutes or notes as requested; thereafter write up minutes and circulate to meeting attendees.
- Handle administrative aspects of internal/external conferences or major meetings (organising, attending, note taking, write up of outputs
- Schedule internal/external travel appointments and organise itineraries including hotel and travel arrangements for the team
- Screen telephone calls for the Head & Deputy Head of Compliance and Senior Managers.
- To handle set administrative routines eg brought forward systems, completing standard forms, processing invoices and corporate/personal expenses for the Head & Deputy Head of Compliance and Senior Managers.
Key Competencies Required;
Education, Experience and Technical Knowledge:
Experience of working as a PA/Team Secretary to a large team
Proficiency with MS Word/MS Excel/MS Outlook/MS PowerPoint required
Knowledge of Sharepoint useful
Essential Competencies
Professional, proactive, tactful and discreet
An effective and confident communicator
Good at planning, organising and prioritising
Produces accurate and timely work
Flexible team orientated approach with positive "can do" attitude
Excellent verbal and written communication skills
Understanding of insurance/compliance industry terminology