Team Assistant - 12 Month FTC

Job Description

To provide fit for purpose administrative and support across Managers, to enable our front facing teams to focus on their customers and business generation. The role will provide administrative support to senior management, enable customer focus, arranging complex customer interactions, assist (A)RMs with administrative customer activities, alongside broader administrative support for Managers at a team and departmental level including Governance activity to enable the smooth administration and running of internal forums.

RESPONSIBILITIES Senior Management Support

• Proactive diary management for Senior Management (Team Leader and above), ensuring effective coordination of meetings to meet colleague and customer expectations.

Customer Interaction Support

• Value added support to our customers through the arrangement of customer interactions, including complex customer meetings, intermediary meetings, lunches and events, both internally and externally.
• Assisting effective customer relationship management through administrative customer / team activities, including (but not limited to):
  • Facilitating the collation of outstanding ID&V documentation for new customers and assisting (A)RMs with 30 / 60 / 90 days intervals for documentation that remains outstanding, supporting the required action.
  • Facilitation of deceased customer enquiries received externally and via the People Team, liaising with the Relationship Manager where appropriate.
  • Monthly review of 'Hold All Mail' with the appropriate Relationship Manager.
  • Business Development administrative team support.

Recruitment & Travel

• Provide recruitment support for the Managers department, arranging candidate interviews.
• Booking accommodation for colleagues to meet business needs, in line with bank approval limits.

New Starter & Departmental Administration

• Undertaking the administration for new starters joining the department, including IT set up, onboarding schedule and tours of the bank.
• Deliver broader administrative support for the department, covering the following areas (but not limited to):
  • Undertaking the monthly corporate card reconciliation for Finance.
  • Arranging quarterly / annual departmental events.
  • Coordinating department wide colleague collections and facilitating business card ordering.
  • Supporting document management across the department, undertaking ECF scanning for miscellaneous post unallocated, and shared drive management, facilitating prompts to delete documents.

Governance

• Governance support (minutes and agendas) to enable the smooth administration and running of internal forums (BLT / Portfolio & Strategy meetings), utilising AI where appropriate to capture meeting outputs.

EXPECTATIONS

In addition to your role responsibilities, you must align with the following principles: Colleagues Expectations

EXPERIENCE AND QUALIFICATIONS

• Highly organised and strong time management skills, with the ability to prioritise and deliver a high volume of varied administrative tasks within a busy environment.
• Ability to work well under pressure and meet tight deadlines, managing conflicting deadlines and stakeholders expectations.
• Good accuracy and attention to detail.
• Good communication skills with outstanding interpersonal skills and the ability to liaise effectively at all levels.
• Demonstration of a strong customer focus. Experience in a customer facing environment would be advantageous.
• Strong MS Office skills.
• Team oriented with the ability to work in a close team and able to integrate into a team and provide support to colleagues.
• Proactive mindset and able to use own initiative, adapting and working flexibly to meet business needs and simplify tasks.

1. Organisation Skills - Practitioner

• Identifies inefficiencies in daily operations, suggesting improvements, and implementing changes to simplify processes
• Utilises organisational tools and techniques to handle tasks and resources effectively.
• Efficiently schedules and completes daily tasks such as processing transactions, handling customer enquiries, and preparing reports to ensure all deadlines are met.
• Assigns tasks to team members based on their strengths and current workload to ensure balanced distribution and timely completion.
• Creates and adheres to structured plans and schedules to meet deadlines.
• Prioritises tasks based on their urgency and importance.

2. Communication - Awareness

• Recognises the importance of effective and high-quality communication.
• Understands the basic principles of effective communication and its importance in a professional setting.
• Can convey simple messages clearly and concisely to colleagues and customers.
• Recognises the impact of tone and body language on communication.
• Shows basic listening skills, including paraphrasing and clarifying to ensure understanding.
• Begins to adapt communication style to different audiences and situations.
• Communicates effectively through digital channels, including email and video conferencing.

3. Customer Service - Awareness

• Understands the bank's basic principles of customer service and the importance of customer satisfaction in banking.
• Can provide courteous and professional interactions with customers.
• Recognises common customer service issues and knows whom to elevate them to.
• Follows predefined standard operating procedures or guidelines for customer interactions.
• Demonstrates a positive attitude and a willingness to assist customers.

4. Teamwork and Collaboration - Awareness

• Recognises the benefits of teamwork, including prioritising team goals over individual ones.
• Aware of team roles, dynamics, and the need to avoid solo working.
• Understands how communication and shared goals drive team success.
• Values trust, respect, and being present to support others.
• Participates in team activities, recognising the importance of wider collaboration.
• Promotes diversity of thought and enterprise-wide teamwork.

5. Simplification - Awareness

• Understands the basics and importance of simplification in banking operations.
• Incorporates a simplification mindset in working practices.
• Proactively identifies opportunities for simplification and effectively engages the right stakeholders to propose improvements
• Recognises the advantages of simplification, including increased efficiency, reduced costs, and improved customer satisfaction.
• Can identify basic tools and techniques used for simplification, such as process mapping and lean methodologies.
• Understands the potential challenges and risks associated with simplification efforts.

• 25 DAYS OF HOLIDAY (Work Level 1-Senior Support)
• MARKET-LEADING PENSION
• GROUP LIFE ASSURANCE
• GROUP INCOME PROTECTION
• SEASON TICKET LOANS
• PRIVATE MEDICAL INSURANCE
• SUBSIDISED STAFF DINING ROOM
• CHARITABLE DONATIONS/ GIVE AS YOU EARN
• EYE CARE
• FLEXIBLE BENEFITS
• ADDITIONAL ANNUAL LEAVE
• COMPUTER PRODUCTS
• CHARITY DAYS
• CRITICAL ILLNESS AND CRITICAL ILLNESS SPOUSE/PARTNER
• CYCLE TO WORK
• DENTAL INSURANCE
• PERSONAL ACCIDENT INSURANCE
• TRAVEL INSURANCE
• VEHICLE BREAKDOWN COVER
• ELDERCARE
• WORKPLACE NURSERY SCHEME
• ELECTRIC VEHICLE SCHEME

Supporting Your Recruitment Experience

If you have a disability, health condition or are neuro-diverse and may benefit from some adjustments and support during the recruitment experience, then just ask - we don't want our hiring process to be a barrier for you.

Finally, please note that no candidate will meet every single desired requirement. If your experience looks a little different from what we have identified and you think you can bring value to the role, we would love to hear more about you!