Admin Assistant

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 Group Holdings 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 Group.

ROLE PROFILE:*

Administrator/Administrative Assistant
- Your Job Title may differ from your Role Profile description (above) and is stated on your contract of employment.

ROLE PURPOSE:
The jobholder will provided administration support to a nominated team. They will carry out a range of administrative duties to support the work of their team and will ensure that their activities are completed in accordance with the relevant Company and/or Group policies.

KEY ACCOUNTABILITIES:
Planning/Reporting
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- Under the direction of line manager and senior colleagues, determines priorities and activities to achieve business and personal goals
- Will input into plans, as required e.g. through team meetings or informal conversations, to ensure achievement of business goals
- Manages assigned projects and contribute to other projects as required
- Provides relevant management information to senior management

Technical:

- Process expenses using the Company systems (Chrome River), with awareness to the Company’s expense policy.
- Coordinate and book business travel, whilst keeping up to date with the latest travel restrictions and requirements.
- Assist in creating Excel reports for management meetings.
- Take minutes for meetings where appropriate.
- Data entry and data computation on Company systems and Excel Spreadsheets
- Ensure up to date records are maintained at all times on the Company systems for the department
- Manage and utilize Document management systems (whether paper based or electronic) on behalf of the whole department including but not limited to printing, copying, scanning, assembling, uploading and mailing.
- Manage and utilize Archiving, Filing and other systems on behalf of the whole department (either paper based or electronic, as appropriate)
- 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:

- Interprets instructions and issues arising, and then implement actions according to policies and procedures

Environment, Customer Focus and Relationships:

- Respond to the department’s requirements as appropriate
- Responds to the clients(both internal and external) requirements as appropriate
- Behaves with all clients (both internal and external) fairly and ethically
- Shares information that could be beneficial to the Operating Entity/Group

People Management/Personal Development:

- The job holder has no direct reports
- 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.
- Ensures compliance of self and direct reports (if any) 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 any)
- Maintains accurate records and deals with correspondence appropriately
- Operates in an honest, professional and ethical manner
- Strictly adheres to the Group Employee Code of Conduct
- Completes all relevant regulatory training
- Ensures competence of self and direct reports (if any)

PERSON SPECIFICATION:
Knowledge/Experience
- Experience not essential, training will be given. However, preference will be given to applicants who have some experience of working in an office environment in an administrative capacity and a desire to work in insurance.
- Basic technical knowledge of FCA regulations as they pertain to insurance intermediaries
- Understanding of processes and procedures within the insurance market

Skills/Behaviours
- Attention to detail with a