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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