Job Type:
Permanent
Build a brilliant future with Hiscox
Position: Personal Assistant
Location: London or York
Department: UK Management
Reporting to the PA to the CEO, Hiscox UK
Role:
The role supports the following three roles in a PA capacity:
1. UK Chief Risk Officer
2. Head of Claims, Hiscox UK
3. Head of Quality Assurance & Customer Relations, Hiscox UK
Plus daily ad-hoc support to their teams
Key responsibilities:
4. Providing PA support to the UK Chief Risk Officer; Head of Claims; Head of Quality Assurance & Customer Relations
5. Complex diary management, arranging and prioritising appointments, organising internal and external meetings, ensuring time has been allocated in the diaries for meeting preparation, board report writing and other important deadlines
6. Extensive travel and accommodation arrangements (UK and International)
7. Handling confidential and sensitive information
8. Co-ordination of the monthly UK Claims Management meeting; Claims Operations meetings; Quarterly Reserving; Trilogy Light and Trilogy core meetings; preparing and circulating the agendas, taking minutes/actions at the meeting and distributing them in a timely manner afterwards. Ensuring that the Terms of Reference and Effectiveness Reviews are kept up to date for these meetings
9. Ensuring that the ‘Reasonable steps Evidence’ folder is kept up to date for the Head of Claims, in line with SMCR (Senior Managers and Certification Regime) requirements
10. Support the UK Chief Risk Officer with preparations for the quarterly HIC Risk Committee; booking in stakeholder meetings both externally and internally, ensuring that relevant deadlines are adhered to
11. Organising team social events and charity volunteering days across the UK offices
12. Managing the invoicing process for the UK Claims team; raising Purchase Order requisitions for suppliers and acting as a point of contact for any payment queries
13. Onboarding process for new starters in the UK Risk & Compliance team, including induction plans, travel arrangements, IT set up and equipment order
14. Working with both the Group and UK PAs to organise events and schedule meetings where required
15. Preparing and submitting personal expenses
16. Monitoring the travel budget for the UK Risk & Compliance team, ensuring that all hotel and travel expenses are captured correctly and recorded
17. Inbox and email management for the UK Head of Claims
Person specification:
18. Proven experience as a PA providing support within a professional environment
19. Educated to A-Level or equivalent
20. Advanced working knowledge of Microsoft Word, Excel, Outlook and PowerPoint
21. Experience of taking meeting minutes
22. Efficient, proactive, resilient with a ‘can-do’ attitude; takes initiative and makes things happen
23. Able to plan ahead and make accurate judgement calls on prioritising work tasks and multi-task
24. Able to make decisions but know when to ask for assistance
25. Excellent attention to detail, organisation and co-ordination skills
26. Works well and delivers under pressure
27. Customer focussed who builds strong working relationships both internally and externally
28. Must have a confident and friendly manner
Diversity and flexible working at Hiscox
At Hiscox we care about our people. We hire the best people for the job and we’re committed to diversity and creating a truly inclusive culture, which we believe drives success. We also understand that working life doesn’t always have to be ‘nine to five’ and we support flexible working wherever we can. No promises, but please chat to our resourcing team about the flexibility we could offer for this role.
Work with amazing people and be part of a unique culture