Administrative Assistant
We are seeking an Administrative Assistant to provide administrative, reconciliation, and operational support, with a primary focus on a high‑volume and complex client engagement, including probate clients, alongside broader administrative duties across the business as required.
The role will suit someone with strong listening and communication skills with a focus on achieving optimum client outcomes; and will be a key contributor to maintaining and building client relationships.
Key Responsibilities
Dedicated Client & Case Support (Primary Focus)
Provide day‑to‑day administrative support on a significant and complex client matter, ensuring accurate record‑keeping and documentation management.
Assist with financial reconciliations, ensuring consistency across records, statements, and supporting documentation.
Support client onboarding ensuring relevant documentation is received, checked for completeness, and recorded in line with internal policies and regulatory requirements.
Support payment processing and tracking, maintaining clear and accurate audit trails.
Maintain and update trackers to monitor progress, deadlines, and outstanding actions.
Proactively follow up on queries with internal teams and third parties to ensure timely completion of tasks.
Maintain high standards of confidentiality and data protection at all times.
General Administrative Support (Secondary Duties)
Provide wider administrative support across the business as required, including document preparation and general coordination.
Manage correspondence by email and phone, responding to queries or directing them appropriately.
Assist with scheduling meetings, maintaining calendars, and coordinating internal and external communications when needed.
Ensure adherence to internal policies, procedures, and controls, incorporating updates or changes into daily processes.
Skills & Competencies
Strong attention to detail and accuracy, particularly when handling financial data.
Excellent time management and organisational skills, with the ability to balance competing priorities.
Excel skills, including maintaining spreadsheets, trackers, and basic formulas.
Clear and professional written and verbal communication skills, with confidence following up on outstanding matters.
Good numeracy skills and an understanding of payment and reconciliation processes.
Ability to work independently, demonstrate initiative, and resolve queries effectively.
Collaborative team player, flexible and adaptable to changing workloads.
Requirements
Minimum of 1 year experience in an administrative role, ideally within financial services, legal, professional services, or another regulated environment.
Experience supporting reconciliations, financial administration, or payment processes is highly desirable.
Strong working knowledge of Microsoft Excel, Outlook, Word, and PowerPoint.
Experience supporting client onboarding or document‑heavy processes would be an advantage.