Personal Assistant

Due to continued growth we are looking for a Personal Assistant to our Head of Risk & Compliance – Real Estate.

This role reports to Sarah Jarrett, Partner.

Nature & Scope:

Provides support to the MLRO and Head of Risk and Compliance for Real Estate to enable them to manage the departmental risk and the money laundering risk efficiently and effectively, ensuring compliance with the relevant firm policies.  Represents the MLRO and Head of Risk and Compliance for Real Estate in communication with clients, agents, colleagues and other third parties, and promotes the Committed to Excellence standard within their role. Delivers high level of customer service to clients and third party referrers of work. Projects a professional image to visitors and telephone callers at all times by greeting, welcoming, and directing them appropriately.  Works collaboratively with colleagues to facilitate the smooth implementation of both the firm’s AML policy and the management and supervision of the risk in the Real Estate Department.

Key Competencies:

·         Customer service focus

·         Ability to produce work with accuracy

·         Professional personal presentation

·         Good information management skills

·         Excellent organisation skills

·         Attention to detail

·         Reliability

·         Ability to work on own initiative and unsupervised

·         Excellent verbal and written communication skills

·         Time Keeping

·         Ability to multi-task

·         Good IT Skills

Key Accountabilities:

Administration / Secretarial work

·         To provide general administrative support to colleagues where directed by line manager

·         To prepare correspondence and documents as directed by line manager by audio typing and copy work

·         To organise post and ensure this is signed by line manager (or as otherwise directed) and ready to be dispatched at the end of each day

·         To manage the electronic diary of line manager as directed by line manager and ensure that the line manager is aware of upcoming tasks/appointments.

·         To organise meetings where directed by the line manager in assisting with any business development for agriculture and commercial property.

·         To manage incoming post and filing (hard copy and electronically) as directed by line manager, including scanning and time recording where appropriate

·         To manage files so that the documents are readily accessible

·         To ensure that confidential information is not passed on to third parties without permission from line manager

·         To handle information in a manner consistent with the firm’s policies relating to data protection and information security

·         To organise meetings as directed by line manager and to prepare the room in advance if required and tidy up afterwards.

·         To provide administrative support to the MLRO and Head of Risk and Compliance for Real Estate, to include but not limited to:

(a)    Maintain spreadsheets and other records in relation to AML to comply with the Money Laundering Regulations requirements for record keeping

(b)    Carry out AML file reviews if required by line manager and report findings to the MLRO

(c)     Collate a list of corrective actions from the monthly file reviews for review by the Head of Risk and Compliance for Real Estate

(d)    Diarise and follow up corrective actions required in relation to the AML file reviews

(e)    Ensure the AML high risk register is kept up to date and diarise to chase documents or information requested from the fee earners by the MLRO, informing the MLRO when those are received and ready for review by the MLRO

(f)      Assist the line manager and HR manager in organising AML training sessions for fee earner and support staff. 

(g)    Assist the MLRO in recording AML training videos for fee earners and support staff

(h)    Reviewing OFSI alerts of sanctioned entities, checking our case management system for any matches and saving emails as appropriate

(i)      Assist the MLRO in logging and organising AML queries from fee earners and support staff

(j)      Monitoring and recording data including:

–                     Corrective actions on Lexcel file reviews

–                     Corrective actions on AML file reviews

–                     Feedback from the compliance team and other colleagues regarding the effectiveness of any systems used in electronically verifying ID and source of funds/wealth

–                     Any other AML or risk and compliance KPI as directed by the line manager

–                      Produce data required by the line manager for inclusion in reports to board or in response to enquiries from our regulator

–                      Collating information for quarterly AML staff updates

–                      Coding and uploading of precedents to the case management system as directed by the line manager

·    To screen calls, emails and letters received

·    To liaise with clients and third parties on behalf of the line manager

·    Deal with client enquiries as effectively as possible in the absence of the line manager

Handling inbound telephone calls

·         To deal with enquiries effectively in the absence of the line manager

·         Where appropriate, to take accurate messages and pass them on to the line manager in a timely manner

Greeting visitors

·         To greet visitors efficiently, and in a positive, professional and friendly manner

·         To project a positive and professional image to visitors to the office, including personal presentation

·         To make visitors feel welcome

Collaborative working

·         To maintain good working relationships with colleagues

·         To use Departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations

·         To backfill other administrative functions within the office as required.  For example, providing cover for reception

Safety awareness

·         To monitor visitor access and maintain security awareness, following appropriate policies and procedures

·         To ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards

·         To report any potential safety hazards to line manager

Please note:  Applications will only be accepted if submitted on our application form.  Please send completed forms to Diane Powell, HR Manager at careers@poolealcock.co.uk