Senior Administrator (Fund Services)

Company Description

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients. With more than 1,800 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Job Description

Main Responsibilities

• To autonomously lead the administration of a portfolio of clients including complex, demanding and high-risk cases, ensuring all activities fall within the guidelines/stipulations of the statutory or governing documents and within the timeline deliverables and to review the work of junior members of staff work carried out. 
• To prepare meeting notices, standard and complex minutes as well as prepare board packs and meeting documentation. To also act as reviewer on meeting notices, standard and complex minutes prepared by juniors, and any ancillary and statutory documents and take a lead role in board meeting co-ordination and organisation. 
• To prepare and act as reviewer on statutory and other filings to Companies House, escalating complex matters to line manager where relevant. 
• To ensure board decisions and resolutions are documented as a correct record and continually having regard to, and taking accountability for, the importance of record keeping on Ocorian’s systems. 
• To ensure all day-to-day tasks are carried out with a strong focus on, and to be in accordance with, Ocorian’s Policies and Procedures. 
• To take responsibility for being the immediate point of contact in client relationships and deal with incoming correspondence expeditiously, escalating matters to the Line Manager if the demands of the correspondence exceed capabilities.   
• To ensure and oversee client records to ensure these are input and maintained correctly (including any statutory registers or other records) and, at all times, updated when circumstances change. 
• To manage the cash management and payment processes on clients within the postholder’s portfolio, and act as reviewer for payment packs, ensuring a high level of diligence and scruity is applied.  
• To oversee the maintenance of accounting records and preparation of annual accounts where this forms part of the services provided by Ocorian, where appropriate, through effective liaison with the Client Accounting team and maintaining relationships with the Client Accounting team.  
• To manage the billing process, reviewing billing proformas/draft invoices where appropriate, at established frequencies and to discuss these with the Manager/Director prior to processing. To also ensure the relevant internal policies with regards to billing are adhered to, to enable the Line Manager to conduct their reviews as appropriate. 
• To monitor the aged debt position of matters under administration and to liaise with the Accounts Department and Directors to ensure that a tight control is maintained over the value and length of aged debts.  
• To undertake scanning and copying for client files and train (when required) more junior members of staff on such tasks. 
• To prepare detailed file notes/attendance notes of any telephone meetings and circulate these to the relevant individuals, highlighting pertinent matters where relevant. 
• To lead on the new business onboarding process, complete the preparation of new business packs , liaise with the Compliance team and show a strong understanding and adherence with Ocorian’s Policies and Procedures in this regard. 
• To ensure that during periods of absence from the office, the relevant Manager and colleagues are informed and fully briefed of any anticipated client related matters which may arise during the period of absence. In the event that colleagues are absent from the office to undertake administration of matters allocated to colleagues as required, to ensure the needs of the client are met. 
• To escalate any issues/risks arising promptly to the Line Manager/Manager or Directors where appropriate. 
• To ensure an awareness and understanding of local Regulatory requirements. 
• Carry out any function/activity required by the Line Manager, Management team or Directors from time to time. 

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Qualifications

Knowledge, Skills & Experience

• Ideally the postholder will have completed a professional/relevant qualification to Diploma level (e.g. CGIUKI) and be committed to furthering their professional development, for example to Chartered level. 
• Educated to A level or degree standard. 
• Ideally the postholder will have a minimum of 5 years’ experience in a funds, trust and/or company administration role (or related experience). 
• This post requires good technical knowledge with an understanding of company secretarial practices and general awareness of regulations impacting UK companies e.g. Companies Law, The UK Corporate Governance Code and the tax implications of various structures. 
• Strong IT and numerical skills, especially with using Excel. 

Competencies 

• Good interpersonal and communication skills are required to develop close working relationships with colleagues and clients. 
• Strong attention to detail and ability to proactively manage workloads, using own initiative to make decisions within corporate policies. 
• Strong time management and organisational skills and the ability to work methodically and accurately. 
• Client focused. 
• Team spirit. 

Additional Information

Our Values

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC – Clients are at the centre of our world, and we’re committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS – We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE – We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE – With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL – We behave with integrity at all times and assume positive intent, building trust through responsible actions and honest relationships.