Job Ref: 215516485

Date: 2022-01-10 10:28:27

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Office Support Administrator

Department: Options Group Services – Central Services Administrator

Location: Milton Keynes

Reporting To: HR Manager

Direct Reports: None

Job Objective

To ensure the Options UK delivers a high standard of administration across the whole of the Options business in accordance with regulatory requirements, agreed Service Levels, Company and Team Objectives. Providing a support service to enable the effective running of the business and the achievements of the business plans.

The role requires diligence and attention to detail for each and every activity and to follow procedures.

Key Responsibilities

Ensure that our customers are treated fairly and receive a fair and consistent service in line with the Company’s TCF policy.

· The role holder will work as part of an administration team and fulfil a specific administration role which will be task oriented, carrying out clearly defined activities.

· Maintain good business relationships with internal and external customers, providing regular and effective communication with is professional and delivered to the highest standards.

· Work in conjunction with the team to ensure all work is carried out to the highest quality, and within the service levels laid down.

· Escalate any problems, mistakes, backlogs, or issues immediately to line manager.

· Report any breaches or complaints immediately to line manager and to Compliance.

· Where risks are identified, ensure these are documented and reported to the line manager and compliance

· Take responsibility for individual tasks, and action them within the required timescales.

· Achieve and maintain competence as required by the Company’s Training and Competence Scheme.

· Work the necessary hours to ensure work is completed with agreed Service Levels.

· Take responsibility for own development, initiate own Personal Development Plan and achievement of Performance Appraisal objectives

· Contribute to process reviews, constantly seeking ways to streamline and improve the way in which we deliver the service

· Provide support to the line manager to ensure the overall team objectives are met.

· To commit to and uphold the STM Group Organisational Values: Showing Care & Respect; Taking Personal Responsibility; Having a Passion for Excellence; Striving for Business Success and Working Together.

Job specific

These will be some of the duties to be performed by the Centralised Support Services team.

· Post opening and distribution to the correct teams/persons

· Post despatch in time for post collections

· Scanning of post/documents etc and filed correctly

· Assist with filing of administration work

· Safe custody register and retrieval and filing

· Safe storage management retrieval and filing into our off site storage areas

· Greeting external guests making them feel welcome providing drinks as required.

· Occasional need for taking meeting notes

· Health and Safety checks of the office

· Deal with Office maintenance matters and ordering of Office supplies

· Assist HR Manager with arranging interviews for managers in the business as part of ongoing recruitment plans

· Assist all business areas with any bespoke projects that are required to be completed.

Key Interfaces

· STM Group colleagues

· Clients/customers

· Third party suppliers

· Compliance and Technical Department

· Team members

· IT

Knowledge and Skills

· Proficient in the use of Microsoft Office and Excel.

· Good organisation skills and able to prioritise

· Numerate

· Good interpersonal and relationship management skills

· Flexible and adaptable to changing priorities

· Attention to detail

· Team player

· Excellence and quality in service delivery

· Demonstrates innovation and added value towards customers’ needs

· Results focused

· Acting with accountability and integrity

· Shows flexibility and commitment to continuous improvement

· Team spirited, co-operating with and respecting colleagues

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