An opportunity to join a growing team which will facilitate increased support to Case Managers ensuring the highest level of service within Rathbones Trust Company. Providing administrative support to the Client Support Manager and Trust and Legal Teams ensuring that Case Managers have the benefit of an efficient filing and administration service.
Outcomes of the Role
* Working with the Trust Administration Team to ensure work produced is of a high standard, complete and correct; helping to maintain an effective, organised and tidy working environment, providing general administrative assistance.
* Working from a shared e-mail inbox to ensure that all work is completed in a timely manner; producing correspondence, requesting and banking cheques, photocopying and binding documents. When required, to assist colleagues to ensure that Trust and Estate Tax Returns are filed with HMRC by due dates.
* Managing the Trust and Legal archive and post digital distribution process, building and maintaining knowledge of the client document management procedures (paper and electronic format) in line with current procedures; Upload scanned documents to CCH. Hand deliveries as necessary.
* Adding material to current file records and creating new records within the inventory as necessary in accordance with procedures; finding and retrieving information from files in response to requests from authorised departments. Effective communication by phone and email to questions regarding the storage of records and filing.
* Maintaining records of all files stored within the archive (both on and off-site); organising collections, retrievals, storage supplies online with our off-site storage provider. To include taking receipt of all off-site filing deliveries ensuring accuracy of consignment against delivery note; tracking all material removed from archive in order to ensure that it is returned. Also to aid in the periodic inspections and reconciliations of the archive against recorded inventory, maintaining the security of the archive material; performing general office duties such as operating office machines, sorting documentation, using step ladders and accessing high level storage units.
Key Skills and Experience
* Excellent attention to detail and accuracy
* Excellent time management and organisation skills
* Ability to work at pace under pressure
* Ability to work under own initiative and with others.
* Team player
* Present a positive and professional manner to colleagues and professionals alike in order to market the services of the Trust Company at all times whilst adhering to all departmental procedures.
* Assist with maintaining safe custody, including correctly updating spreadsheets/log and ensuring all legal documents are copied and scanned as necessary and stored within the fireproof safe on the day they are received.
* General Administration Duties, as required.
* Experience of working in an office is preferred.
* Previous experience using Case Manager is advantageous but not essential.
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