Investment Managers Assistant

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Job Description

Job Purpose:

Investment Managers' Assistants are responsible for actively supporting investment managers in their daily business across wide-ranging administrative and organisational functions. Providing an accurate and efficient service helps maintain a strong relationship between the investment manager and the client.

The ideal candidate will provide a high standard of administrative support to a successful investment management team. The candidate will be working for a small but busy team of investment managers who are responsible for a range of discretionary and advisory clients.

This is a non-regulated position supporting a team of investment managers in looking after their clients. The primary role is in assisting with administration of portfolios and client records, handling client queries and liaising with the Operations department. While the individual will assist in the management of private client relationships, this role is primarily an administrative one.

Key Areas of Responsibility:

• Assisting in the provision of a full range of administrative services for the team.
• Ensuring the cleanliness and tidiness of the office generally.
• Processing the outgoing/in coming DX and Royal Mail.
• Maintaining the franking machine and ensuring an adequate supply of stamps and pre-paid envelopes. Maintaining the post/dx log.
• Arranging for printer repairs and maintenance.
• Ensuring that the office always has adequate stationery, including the most recent account opening forms and other Marketing stationery.
• Answering the telephone and transferring calls / taking messages and recording telephone notes on client files.
• Maintaining records such as the H&S log, Financial Promotions log, Safe log, Complaints log.
• Completing dictation transcriptions.
• Scanning, shredding and photocopying documentation when required.
• Preparing, printing, and providing IMs with the documentation required for meetings.
• Preparing meeting refreshments, including meeting & greeting clients upon arrival.
• Ensuring valuations are produced and despatched to clients within regulatory timescales.
• Personal compliance with all regulatory issues and promotion of compliance culture throughout your department.
• Identify ways to improve efficiencies.
• Keeping client information up to date and assisting in the production of client suitability reports. Such roles may well involve communicating directly with clients, and intermediaries such as solicitors and accountants.
• To follow the progress of new investments coming into Charles Stanley, and to follow up any problems/issues which may arise.
• To liaise with the accounts department over cash movements and to administer payments, including currency payments.
• Setting up, closing and managing client files, ensuring all information is up to date and accurate.
• To ensure that compliance regulations are adhered to.
• To manage occasional special projects, such as collection of Know Your Client (KYC) information.
• Preparing documentation for potential new clients for IMs.
• Providing IMs with MI to support client suitability processing.

Qualifications & Experience:

• Educated to GCSE or equivalent level including Maths and English. A levels are preferable additional qualifications.
• Whilst not essential an industry recognised qualification such as an Investment Operations Certificate would be an advantage.
• Experience of working in a similar environment is preferable as is a general understanding of the stock market and investment operations.

Knowledge & Skills:

• Good communication skills, both written and verbal.
• Highly organised, and numerate.
• The ability to work under pressure whilst maintaining a high level of attention to detail and accuracy is essential.
• A high degree of initiative is expected in relation to problem solving and identifying and taking on tasks that need to be completed.
• A strong team player. The role involves supporting a number of Investment Managers and having the flexibility to adapt to their particular styles of working is key.
• An enthusiastic, 'can-do' attitude, combined with a personable manner.

Demonstrate the Company's values:

• Caring. We will strive to earn and maintain the trust of our staff, clients and the wider community by promoting what is in their long-term interests.
• Fair. We will always act with integrity in a transparent, respectful and professional manner.
• Progressive. We will combine an innovative culture with a traditional personalised service.