Practice Manager/ Personal Assistant

Our client is looking a talented individual to join their thriving London office.

Practice Management tasks:

Ensuring Compliance throughout the Practice is efficiently monitored and up to date including regularly updating the Record of Processing document
Monitoring the Workflow on i-business each week and ensuring items are completed or followed up as appropriate by the relevant PSS / adviser
Preparing meeting agendas for the weekly and monthly team meetings
Monitoring and regular updating of the Super Tracker
Updating the Practice Manual, when required
Liaison with the other PSS and paraplanners as appropriate to gather weekly stats and key updates on cases
Monitor tasks and workloads of other PSS
Assisting with the training and onboarding of new starters
Co-ordinating / assist with any ad hoc projects such as BSPs etc
Monitoring the business pipeline and ensuring new business is issued promptly – liaise each week with PSS / advisers to ensure that Head Office calls are done and all outstanding documents are submitted correctly and in a timely manner
Liaising with the Director and ensuring that IAF / any adviser fee splits are correct
Assisting with the practice’s ad hoc HR requirements including paperwork for new starters, DBS checks etc
Assisting with the CPD monitoring for advisers, when required
Any other duties within your scope of work in order to meet the needs of the business

PA to Company Director tasks:

Diary management – scheduling of meetings, sending out appointment confirmations, travel arrangements etc
Inbox management – monitoring, reviewing and picking up emails on the Director’s behalf (where appropriate) and responding in a timely and professional manner
Being the ‘first port of call’ for all client queries
Effective management of client data on the CRM
Managing fund switches and client withdrawal requests; liaising with the Admin centres as necessary
Preparing meeting packs for client meetings: checking information held for the client, ascertaining whether any forms / docs are required for the meeting, as well as preparing graphs etc through FE Analytics
Preparing all formal correspondence and/or documents as required by the Director
Logging client / key calls on Salesforce and taking detailed notes as appropriate
Use of Salesforce to monitor tasks, note client actions and update client status

Attributes and Skills Required:

Strong organisation skills with a proactive attitude
Time efficient with a methodical approach to prioritising and/or delegating tasks
Ability to prioritise own workload effectively and be self-motivated
Excellent attention to detail
The ability to multitask effectively and think ‘outside the box’
Able to use own initiative coupled with a ‘can do’ approach to problem solving
Good knowledge of Salesforce
Accurate typing with excellent English and grammar skills
Smart and well presented, with a professional telephone manner
IT proficient in Microsoft Outlook, Word and Excel
Discretion, confidentiality and empathy towards staff when dealing with sensitive or personal matters
Adaptable, flexible and an enthusiastic attitude to personal development

If you are interested in this position, please email your CV to sam@artemisrecruitment.co.uk

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