Works as an Administrative Assistant, supporting the Management Team (MD/FD/OM/CM) providing full administrative support in line with FCA regulations and SWM processes. Organised, with a structured approach to their working day and week, confident and calm, works alongside the wider SWM team to provide a professional, efficient service to the management team and external clients. Encompasses Company Values and promotes SWMâs services in a professional and compliant manner. Reports into Office Manager.\n\nCore Duties and Responsibilities\nâ¢\tTo assist the senior management team and wider business by the delivery of accurate and time efficient administrative and business support services.\nâ¢\tTo comply with current relevant legislation, policies and procedures as set out by the FCA and SWM.\nâ¢\tTo provide a professional interface with clients on site and via written and verbal communication.\nâ¢\tTo welcome clients and maintain the reception area of the business.\nâ¢\tTo answer incoming telephone calls, re-direct them and pass on messages to all members of the team as required.\nâ¢\tTo assist with the upkeep of the MDâs diary.\nâ¢\tTo manage the calendar of essential client annual reviews for the MD and other advisors within regulated timeframes.\nâ¢\tTo process commissions for the Finance Director / Company Accountant.\nâ¢\tTo carry out weekly checks of the sanctions list for clients with new enquiries.\nâ¢\tTo maintain office supplies and office equipment efficiently.\nâ¢\tTo action and maintain records of specific essential responsibilities as required within the business, such as Fire Warden and Health and Safety representative.\nâ¢\tTo receive, scan and record all mail entering the office.\nâ¢\tTo manage annual submission and upload of records of Advisorsâ Professional Standing, Certificates of Competence, CPD and staff annual sign off for SWM policies and procedures.\nâ¢\tTo maintain calendars for the administrative team training, meeting rooms and annual certificate renewals, eg. fire appliances.\nâ¢\tTo take and distribute minutes of meetings as required by the business.\nâ¢\tTo support on internal projects as required within the business.\nâ¢\tTo prepare and manage meeting rooms throughout the day.\nâ¢\tTo carry out all reasonable requests of tasks required by the management team in an efficient and courteous manner.\n\nKey Skills\nâ¢\tDevelopment of financial services sector knowledge, industry and business regulations and administrative policies and systems needed to perform the role efficiently and effectively.\nâ¢\tIT skills â good basic knowledge of IT with the ability to learn and use various additional IT systems within the business.\nâ¢\tOrganisational skills employing a structured approach to managing workload and responsibilities\nâ¢\tTime management, ensuring that business priorities and services are delivered in an efficient, accurate and professional manner to the high quality expected by the firm.\nâ¢\tFlexibility, with an ability to react positively and effectively to the ever-changing demands of the business.\nâ¢\tClear communication and collaborative working with all members of the administrative team, advisors, management team, clients and other external stakeholders, supporting individuals and business priorities effectively. \nâ¢\tMotivation - to drive personal development and contribution to the business, learning from colleagues, advisors, the management team and through external opportunities.\n\nKey Relationships\nInternal Office Manager (OM) - Supporting the OM as required. \nDelivering general information, updates, records, etc. as requested.\nRegularly reporting on personal progress with workload, personal development and training/studies.\nContributing ideas for improved service delivery, administrative processes and procedures.\n\nCompliance Manager (CM) - Supporting the CM as required\nMaintaining personal understanding of FCA regulations and business processes to ensure compliance at all times\n\nAdministrative Team - Working collaboratively to deliver the business needs and requirements effectively, effectively and accurately to the high quality expected.\nAttending various team and project meetings, giving input and feedback to improve service delivery standards and efficiency, and administrative processes.\n\nFinancial Advisors - Developing and maintaining strong mutually collaborative working relationships with the advisors, supporting their needs and the ever-changing business demands.\t\t\t\n\nManaging Director -\tUpdating MD daily on emails and telephone calls, identifying priorities and ensuring that urgent client communications are handled quickly, professionally and accurately.\nKeeping email filing neat and logical to maintain structure, allowing clear pathways to all emails, in particular priority emails\nEnsuring all important documentation from MD is filed in the correct location on SWMSharepoint.\nDelivering general information, updates, records, etc. as requested.\n\nCompany Accountant - Maintaining commissions on a weekly basis and updating the CA to help maintain efficient financial records across the business.\nDelivering general information, updates, records, etc. as requested.\n\nExternal Clients and potential clients - Communicating clearly and professionally, delivering research, reports and other information, as required.\n\nExternal Providers\t- Communicating clearly and professionally to give and receive required information.\n\t â¢\tSVQ Level 6 â Modern Apprenticeship in Business and Administration is available and supported by the business. \nâ¢\tIndustry related training from our advisors, external providers and other colleagues.\nâ¢\tSoft Skills â communication, teamwork, etc.\n â¢\tFor this role you must be eligible to participate in the government supported SVQ qualification in Business Administration SCQF Level 6. The modern apprenticeship is open to young people aged 16-24 years. \n⢠English and Maths to National 5\n⢠Reliable, team player, organised, enthusiastic, well presented, positive and proactive work ethic\n\nPlease note that the salary quoted will be dependant on experience so may be lower