Trainee Administrator

You will work as part of a welcoming and supportive team who are responsible for administering a varied and interesting portfolio of family office clients.

Your role

will involve supporting the manager and administrators in the team with a range of tasks to ensure they deliver the highest quality levels of service to our clients. You will be trained and developed in all areas of client administration, giving you a great grounding to starting a career in administration. The list below details the tasks that your role is likely to include.

It is not exhaustive and may be amended from time to time: Client Administration Prepare basic general emails for review. Prepare covering letters sending documents out and basic letters – ready for review. Support with board pack preparation by producing reports, collating information, and circulating board packs. Review data and escalate amendments as required to maintain data integrity.

Assist the team with onboarding workflows for new client relationships. Assist with preparation of a range of checklists for review, to include: Draw down checklists Distributions checklists Investment checklists Assist with client meetings by scheduling meetings, preparing information and, where appropriate, observe meetings.

Assist with the maintenance of statutory books and records. Mark up correspondence for filing and bookkeeping. Assist with drafting basic minutes and resolutions. Support with remediation from periodic review process. Financial Daily input of time on timesheet. Prepare payment instructions including for online banking systems, with supporting documents for own clients.

With training and guidance, understand the different requirements/process for payments for high-risk clients. Monitor for receipt of funds and providing confirmation when received. Support the team with the billing process. Send out invoices to clients and settle invoices. Entry level understanding of financial metrics and KPIs relevant to role.

General Administration Binding, scanning, and photocopying as required. Arranging couriers. Task and diary management. Update team schedules/reports and spreadsheets. Statutory filing (minutes) for team. Accurate and timely saving of electronic (email) correspondence. Compliance and Risk Management Request CDD documentation (under supervision).

Understand what is appropriate and acceptable in relation to CDD and risk and escalate concerns to management.

Qualifications

A good academic background to include GCSEs or equivalent in English Language and Mathematics – Grade C (Level 4) minimum. Willingness to study towards a relevant table 5 professional qualification (e.g. STEP Foundation Certificate in International Trust Management or Chartered Governance Institute Level 4.) Knowledge and Experience Previous office experience would be an advantage but is not essential.

A good working knowledge of Microsoft Office. Skills and Qualities Good communication skills with excellent written and verbal English. Drive and a desire to learn and develop. Highly accurate with good attention to detail. Good time management and organisation skills with and the ability to prioritise workloads. A proactive and flexible, team player.

Our team share and demonstrate the following behaviours which align to our values: Integrity – kind, trustworthy and compassionate, working collaboratively and respectfully with colleagues, clients and other stakeholders. Professionalism - reliable and accurate, working consistently to deliver solutions efficiently, effectively and with a level of technical expertise appropriate to your experience.

Agility - flexible and commercial, happy to adapt to changing demands and offer support wherever required to meet the needs of the business.