Administrative Assistant

At Insure Recruitment We are currently seeking a qualified Administrative Assistant to join a highly respected company based in Bristol. In this role, you will be responsible for providing administrative assistance and processing support to their client services team. This position involves various tasks including documentation preparation, client record management, data entry, and monitoring of client accounts. Additionally, you will play a crucial role in supporting their Client Executives by gaining a thorough understanding of back-office tasks, processes, and functions.

KEY ACCOUNTABILITIES :

Planning/Reporting :

• Under the direction of line manager and senior colleagues, determines priorities and activities to achieve business and personal goals
• Will input into plans , as required e.g. through team meetings or informal conversations, to ensure achievement of business goals
• Manages assigned projects and contribute to other projects as required
• Provides relevant management information to senior management

Technical:

• Assist in the creation of broking, client and other types of documents including but not limited to general typing, production of monthly market renewal placing contracts (MRCs) and Premium / Loss summary sheets.
• Data entry and data computation on Company systems and Excel Spreadsheets
• Ensure up to date records are maintained at all times on the Company systems for the department
• Manage and utilize Document management systems (whether paper based or electronic) on behalf of the whole department including but not limited to printing, copying, scanning, assembling, uploading and mailing.
• Manage and utilize Archiving, Filing and other systems on behalf of the whole department (either paper based or electronic, as appropriate)
• 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 :

• Interprets instructions and issues arising, and then implements actions according to policies and procedures

Environment, Customer Focus and Relationships :

• Respond to the department’s requirements as appropriate
• Responds to the clients(both internal and external) requirements as appropriate
• Behaves with all clients (both internal and external) fairly and ethically
• Shares information that could be beneficial to the Operating Entity/Group

People Management/Personal Development:

• The job holder has no direct reports
  
• 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. 

• Ensures compliance of self and direct reports (if any) 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 any)
• Maintains accurate records and deals with correspondence appropriately
• Operates in an honest, professional and ethical manner
• Strictly adheres to the Group Employee Code of Conduct
• Completes all relevant regulatory training
• Ensures  competence of self and direct reports (if any)

PERSON SPECIFICATION:

Knowledge/Experience

• Experience not essential, training will be given.  However, preference will be given to applicants who have some experience of working in an office environment in an administrative capacity and a desire to work in insurance.
• Basic technical knowledge of FCA regulations as they pertain to insurance intermediaries
• Understanding of processes and procedures within the insurance market

Skills/Behaviours

• Attention to detail with ability to produce accurate documentation and to file documents appropriately
• Ability to work effectively within a team
• Prioritisation and organisational skills
• Self-motivated
• Competent IT skills, including but not limited to Microsoft Word, Excel and PowerPoint
• Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders
• Able to undertake and demonstrate competence in technical training, as required by the industry regulator

Qualifications

• GCSE’s (or equivalent) including English essential
• Technically proficient in MS Office software including Word and Excel

To apply, submit your updated CV. Successful applicants will be contacted within 2 working days to discuss the opportunity further.

At Insure Recruitment, we work with clients dedicated to fostering a diverse, inclusive, and authentic workplace. If you're enthusiastic about this role and your experience doesn't perfectly align with all criteria, we encourage you to apply – you might be the perfect fit for this or other roles.