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Team PA Assistant
at Howden Group Holdings London in London (Published at 09-11-2023)
From day one, our mission has been to create an independent business with a unique culture – one that is controlled by the people who work for it. Finding the most talented and entrepreneurial people has always been key to our success.
People come to Howden for lots of different reasons, but they stay for the same one: our culture. That’s what sets us apart, and why we nurture and retain the best talent in the market. Whatever your priorities – work/life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.
ROLE PROFILE:*
PA/Team Administrator
- Your Job Title may differ from your Role Profile description (above) and is stated on your contract of employment.
ROLE PURPOSE:
The jobholder will provide comprehensive administration support to the their team including PA support to nominated senior managers within their team.
KEY ACCOUNTABILITIES:
Planning/Reporting:
- Determines own work priorities and activities in line with agreed objectives to ensure the achievement of the their team’s operating plan
- Will input to the operational plans of the Business Risk team to ensure these include appropriate considerations for deliver
- Manages assigned projects and contribute to other projects as required
- Provides relevant management information to senior management
Technical:
- Provides technical and administrative back up to their team
- Assist with diary management for the team including travel arrangements ad hotel bookings, if necessary
- Co-ordinates prompt and accurate processing of data/information on relevant systems
- On occasions, under guidance from senior colleagues, liaises with stakeholder to ensure the effective processing of information and documentation
- Where required, investigate and resolve queries from stakeholders to ensure accurate information is promptly provided to inform decision making and action
- Works closely with colleagues in order to gain an understanding of the technical, procedural, legal and regulatory aspects of tasks in order to build knowledge and to support stakeholders effectively
- Assist with diary management for the senior management team , including booking meeting rooms. Liaising with other PA’s, travel arrangements, hotel bookings etc as necessary
- General administration duties including binding training/presentation packs, printing, answering the team’s phones and taking messages
- Records team sickness and absence and holiday records
- Organises and schedules any BR related training and assist with the set-up, recording attendance and feedback
- Create internal process documentations and assists the CRO by collating information for Board and other corporate forum reports
- Maintain filing systems for financial promotions and gifts and hospitality
- Open accounts on Brokersure
- Approve expenses in the absence of the CRO
- Liaise with other colleagues organising conference calls/Skype meetings
- Take minutes of meetings notes when required
- Keeps informed of all regulatory and legal changes which impacts on the job role
- Ensures up to date records are maintained at all times on the Company systems
- Responds appropriately to urgent issues as they arise
Policy, Process and Procedures:
- Establishes and maintains appropriate electronic and paper records for the Business Risk team, and oversees the prompt and accurate production of appropriate documentation to best meet client, company and regulatory requirements
- Interprets instructions and issues arising, and then implement actions according to policies and procedures
Environment, Customer Focus and Relationships:
- Builds and maintains strong relationships with internal stakeholders and external contacts to ensure service delivery best meets expectations and is compliant
- Provides support and assistance to colleagues and to their clients ensuring work activities are carried out efficiently and timescales are met
- Provides the highest levels of service to clients to promote a positive image of the Company at all times
- Behaves with all clients (both internal and external) fairly and ethically
- Shares information that could be beneficial to the Operating Entity/Group
Personal Development:
- Organises self to deliver in line with/in excess of agreed objectives
- Acts as a point of referent to guide others and to ensure the sharing of knowledge and best practice
- Supports others in the team and assists in the achievement of their objectives. Provides advice and guidance to team members to support others in the achievement of their objectives
- Manages assigned resources within the team, to ensure people, resources and processes are aligned with business needs and fit for purpose
- Actively undertakes personal development to ensure up to date knowledge and understanding of best practice
- Remains aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standard
- Keeps informed of all legal and regulatory developments relevant to the Operating Entity/Group
Regulatory 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. Reference to team (below) is only applicable where the job holder has direct line management responsibilities:
- Ensures compliance of self and team (as appropriate if the job holder has line management responsibilities) with all applicable legal, fiscal and regulatory obligations in the form of policies and procedures
- Ensures correct authorisation is obtained and processes followed when required by the Operating Entity and/or Group
- Ensures 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 the job holder has line management responsibilities)
- Maintains accurate records and deal with correspondence appropriately
- Operates in an honest, professional and ethical manner
- Strictly adheres to the Group Employee Code of Conduct which strongly aligns to the FCA’s code of conduct that all regulated entities must adhere to
- Completes all relevant regulatory training
- Ensures remain competent to carry out role (this will include team members where job holder has direct reports)
PERSON SPECIFICATION:
Knowledge/Experience
- No previous insurance experience required
- Some experience of working within an office environment in an operations/administrative role, preferably in a service centred environment
- Has previous experience of using Microsoft Office
- Understanding of the general principles of insurance ,would be an advantage
- Awareness of the regulatory environment and requirements including, for example, data protection, money laundering etc, would be an advantage
- Working knowledge of specific product areas, understanding respective processing/workflow requirements, would be an advantage
- Good understanding of company objectives and how role contributes to these
- Awareness of the market in which the Operating Entity operates
Skills/Behaviours
- Numerate and literate
- Confident and has good communication skills including written, verbal and face to face
- Highly computer literate
- Able to work independently and use initiative
- Highly organised, with good planning/time management skills. Is proactive
- Attention to detail
- Analytical and able to solve problems
- Able to work flexibility and achieves tight deadlines/targets
- Able to positively react to change
- Resilient and calm under pressure
- An ability to learn
- Team player
- Customer service orientation
Qualifications
- GCSE Maths and English (or equivalent)
Our Culture: People First
We’ve travelled far since opening our first office in 1994. Back then we were local experts – based in London, with direct access to the world’s biggest insurance market. We’re still locals, and we still deliver the right advice and the right insurance to our clients. But now, we’re local all over the world. With 15,000 global colleagues and a partner network spanning more than 100 territories, we are the largest independent insurance broker in the world. But our values haven’t changed since day one, when we set out to create a company grounded in:
- An employee-ownership model
- Aligned external investors
- The trust and integrity born of friendship
- Expertise
- Independence
Our focus on being a people-first business has always been at the very heart of Howden. Our vision was to create an independent business with a unique culture; one that would survive and thrive as a business controlled by the people working for it. Our employee ownership model sets us apart in the market. It’s created a culture of collaboration and innovation, where we’re driven to think bigger and empowered to challenge convention.
Our flat structure and entrepreneurial spirit help us attract the best people and empower them to be the best version of themselves. And when we bring in and nurture great talent, more follows. That makes us better – and that’s better for everyone.
Diversity & Inclusion
At Howden we consider our people our chief competitive advantage and as such we treat colleagues, candidates, clients, and business partners with equality, fairness and respect, regardless of their age, disability, race, religion or belief, gender, sexual orientation, marital status or family circumstances.
Permanent
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