Team PA Assistant

From day one, our mission has been to create an independent business with a unique culture – one that is controlled by the people who work for it. Finding the most talented and entrepreneurial people has always been key to our success.

People come to Howden for lots of different reasons, but they stay for the same one: our culture. That’s what sets us apart, and why we nurture and retain the best talent in the market. Whatever your priorities – work/life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.

ROLE PROFILE:*

PA/Team Administrator

Your Job Title may differ from your Role Profile description (above) and is stated on your contract of employment.

ROLE PURPOSE:

The jobholder will provide comprehensive administration support to the their team including PA support to nominated senior managers within their team.

KEY ACCOUNTABILITIES:

Planning/Reporting:

Determines own work priorities and activities in line with agreed objectives to ensure the achievement of the their team’s operating plan
Will input to the operational plans of the Business Risk team to ensure these include appropriate considerations for deliver
Manages assigned projects and contribute to other projects as required
Provides relevant management information to senior management

Technical:

Provides technical and administrative back up to their team
Assist with diary management for the team including travel arrangements ad hotel bookings, if necessary
Co-ordinates prompt and accurate processing of data/information on relevant systems
On occasions, under guidance from senior colleagues, liaises with stakeholder to ensure the effective processing of information and documentation
Where required, investigate and resolve queries from stakeholders to ensure accurate information is promptly provided to inform decision making and action
Works closely with colleagues in order to gain an understanding of the technical, procedural, legal and regulatory aspects of tasks in order to build knowledge and to support stakeholders effectively
Assist with diary management for the senior management team , including booking meeting rooms. Liaising with other PA’s, travel arrangements, hotel bookings etc as necessary
General administration duties including binding training/presentation packs, printing, answering the team’s phones and taking messages
Records team sickness and absence and holiday records
Organises and schedules any BR related training and assist with the set-up, recording attendance and feedback
Create internal process documentations and assists the CRO by collating information for Board and other corporate forum reports
Maintain filing systems for financial promotions and gifts and hospitality
Open accounts on Brokersure
Approve expenses in the absence of the CRO
Liaise with other colleagues organising conference calls/Skype meetings
Take minutes of meetings notes when required
Keeps informed of all regulatory and legal changes which impacts on the job role
Ensures up to date records are maintained at all times on the Company systems
Responds appropriately to urgent issues as they arise

Policy, Process and Procedures:

Establishes and maintains appropriate electronic and paper records for the Business Risk team, and oversees the prompt and accurate production of appropriate documentation to best meet client, company and regulatory requirements
Interprets instructions and issues arising, and then implement actions according to policies and procedures

Environment, Customer Focus and Relationships:

Builds and maintains strong relationships with internal stakeholders and external contacts to ensure service delivery best meets expectations and is compliant
Provides support and assistance to colleagues and to their clients ensuring work activities are carried out efficiently and timescales are met
Provides the highest levels of service to clients to promote a positive image of the Company at all times
Behaves with all clients (both internal and external) fairly and ethically
Shares information that could be beneficial to the Operating Entity/Group

Personal Development:

Organises self to deliver in line with/in excess of agreed objectives
Acts as a point of referent to guide others and to ensure the sharing of knowledge and best practice
Supports others in the team and assists in the achievement of their objectives. Provides advice and guidance to team members to support others in the achievement of their objectives
Manages assigned resources within the team, to ensure people, resources and processes are aligned with business needs and fit for purpose
Actively undertakes personal development to ensure up to date knowledge and understanding of best practice
Remains aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standard
Keeps informed of all legal and regulatory developments relevant to the Operating Entity/Group

Regulatory and Compliance:

The Board of each Operating Entity requires the highest standards of corporate governance, operational excellence and financial reporting throughout the Group from all its employees. Specific responsibilities are listed below. Reference to team (below) is only applicable where the job holder has direct line management responsibilities:

Ensures compliance of self and team (as appropriate if the job holder has line management responsibilities) with all applicable legal, fiscal and regulatory obligations in the form of policies and procedures
Ensures correct authorisation is obtained and processes followed when required by the Operating Entity and/or Group
Ensures performance, HR and T&C records are up to date and meet the Operating Entity and/or Group’s requirements (which will include those of direct reports if the job holder has line management responsibilities)
Maintains accurate records and deal with correspondence appropriately
Operates in an honest, professional and ethical manner
Strictly adheres to the Group Employee Code of Conduct which strongly aligns to the FCA’s code of conduct that all regulated entities must adhere to
Completes all relevant regulatory training
Ensures remain competent to carry out role (this will include team members where job holder has direct reports)

PERSON SPECIFICATION:

Knowledge/Experience

No previous insurance experience required
Some experience of working within an office environment in an operations/administrative role, preferably in a service centred environment
Has previous experience of using Microsoft Office
Understanding of the general principles of insurance ,would be an advantage
Awareness of the regulatory environment and requirements including, for example, data protection, money laundering etc, would be an advantage
Working knowledge of specific product areas, understanding respective processing/workflow requirements, would be an advantage
Good understanding of company objectives and how role contributes to these
Awareness of the market in which the Operating Entity operates

Skills/Behaviours

Numerate and literate
Confident and has good communication skills including written, verbal and face to face
Highly computer literate
Able to work independently and use initiative
Highly organised, with good planning/time management skills. Is proactive
Attention to detail
Analytical and able to solve problems
Able to work flexibility and achieves tight deadlines/targets
Able to positively react to change
Resilient and calm under pressure
An ability to learn
Team player
Customer service orientation

Qualifications

GCSE Maths and English (or equivalent)

Our Culture: People First

We’ve travelled far since opening our first office in 1994. Back then we were local experts – based in London, with direct access to the world’s biggest insurance market. We’re still locals, and we still deliver the right advice and the right insurance to our clients. But now, we’re local all over the world. With 15,000 global colleagues and a partner network spanning more than 100 territories, we are the largest independent insurance broker in the world. But our values haven’t changed since day one, when we set out to create a company grounded in:

An employee-ownership model
Aligned external investors
The trust and integrity born of friendship
Expertise
Independence

Our focus on being a people-first business has always been at the very heart of Howden. Our vision was to create an independent business with a unique culture; one that would survive and thrive as a business controlled by the people working for it. Our employee ownership model sets us apart in the market. It’s created a culture of collaboration and innovation, where we’re driven to think bigger and empowered to challenge convention.

Our flat structure and entrepreneurial spirit help us attract the best people and empower them to be the best version of themselves. And when we bring in and nurture great talent, more follows. That makes us better – and that’s better for everyone.

Diversity & Inclusion

At Howden we consider our people our chief competitive advantage and as such we treat colleagues, candidates, clients, and business partners with equality, fairness and respect, regardless of their age, disability, race, religion or belief, gender, sexual orientation, marital status or family circumstances.
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