The Vacancy
Our Third Party Administration (TPA) department is a dynamic administration team with a varied portfolio of clients. The team plays a key role in delivering a market-leading service to clients and members across Defined Benefit (DB), Defined Contribution (DC) and CARE pension arrangements.
An exciting opportunity is available to join this department as a Personal Assistant within the Data Journey team, based in Birmingham, Edinburgh or Glasgow.
What will the role involve?
This role supports the Data Journey leadership team and wider delivery by providing high-quality personal assistant, coordination and operational support.
The role combines diary and stakeholder support with hands-on involvement in programme governance and team operations. It is a key enabler of the DJ programme, helping to ensure work remains organised, deadlines are met and a consistent service is delivered to clients and colleagues.
Key responsibilities
Governance of the Data Journey programme
1. Coordinate meetings, including scheduling and preparation of agendas and papers
2. Take minutes where required and track actions through to completion
3. Maintain forward plans, key programme milestones and OKRs
4. Maintain and update the Data Journey Programme SharePoint and Proposition sites, ensuring content remains accurate and up to date
5. Organise content so it is easy to access and use across the team and wider firm
6. Support permissions and access across SharePoint and Teams environments
Delivery and client support
7. Support the client billing process, including downloading information for analysis, bill preparation and tracking progress
8. Manage shared mailboxes, ensuring queries are resolved or directed appropriately
9. Support the management of mail received from pension scheme members via the Data Journey PO Box, ensuring enquiries are directed appropriately and recorded on member administration records
Programme operations and team support
10. Work with the Client Delivery Lead and Project Management team to support governance of the client delivery team
11. Coordinate planning and arrangements for team meetings and events
12. Support onboarding of new joiners, including system access and setup
13. Maintain key team documents, distribution lists and shared resources
14. Support time recording, expenses, travel and wider team administration
What’s required to succeed in this role?
15. GCSE / Scottish standard (or equivalent) in Maths and English at Grade B or above, or relevant comparable experience
16. Experience supporting senior stakeholders in a fast-paced environment
17. Strong diary and inbox management skills
18. Excellent planning and organisational skills, with the ability to prioritise effectively
19. Confidence in managing multiple tasks and switching between priorities
20. Ability to produce clear and accurate documents and communications
21. Confident using Microsoft Office and collaboration tools
22. Able to quickly learn new systems, processes and procedures
23. Experience producing reports, presentations and communications in line with internal standards
24. Knowledge of SharePoint, Dynamics or similar systems
25. High attention to detail and accuracy
26. Strong interpersonal skills, with the ability to build effective working relationships at all levels and collaborate with others
27. A flexible and proactive approach to problem solving, with the ability to demonstrate initiative and handle confidential information with discretion and integrity
Applications are welcomed from individuals who may not meet all of the criteria but demonstrate the potential to develop the required skills with support. Additional relevant experience or knowledge not listed is also encouraged.
What’s on offer?
In addition to a competitive salary and access to a profit share scheme, the following benefits are available:
28. A flexible benefits package tailored to individual lifestyle and needs
29. A collaborative and supportive working environment where ideas are encouraged
30. On-site mental health and wellbeing support
31. Ongoing personal and professional development, including mentoring and access to the Aspire learning portal
32. Regular social activities, three days of paid volunteering leave each year, and a day’s leave to celebrate a birthday
33. Hybrid working, with an expectation of two in-office days per week
34. A flexible working window between 7am and 7pm
Applications are reviewed on a rolling basis, so early submission is encouraged to avoid disappointment.