Job Description

We are seeking an Administrative Assistant to provide administrative, reconciliation, and operational support, with a primary focus on a high‑volume and complex client engagement, including probate clients, alongside broader administrative duties across the business as required.

The role will suit someone with strong listening and communication skills with a focus on achieving optimum client outcomes; and will be a key contributor to maintaining and building client relationships.

Key Responsibilities

Dedicated Client & Case Support (Primary Focus)

• Provide day‑to‑day administrative support on a significant and complex client matter, ensuring accurate record‑keeping and documentation management.

• Assist with financial reconciliations, ensuring consistency across records, statements, and supporting documentation.

• Support client onboarding ensuring relevant documentation is received, checked for completeness, and recorded in line with internal policies and regulatory requirements.

• Support payment processing and tracking, maintaining clear and accurate audit trails.

• Maintain and update trackers to monitor progress, deadlines, and outstanding actions.

• Proactively follow up on queries with internal teams and third parties to ensure timely completion of tasks.

• Maintain high standards of confidentiality and data protection at all times.

General Administrative Support (Secondary Duties)

• Provide wider administrative support across the business as required, including document preparation and general coordination.

• Manage correspondence by email and phone, responding to queries or directing them appropriately.

• Assist with scheduling meetings, maintaining calendars, and coordinating internal and external communications when needed.

• Ensure adherence to internal policies, procedures, and controls, incorporating updates or changes into daily processes.

Skills & Competencies

• Strong attention to detail and accuracy, particularly when handling financial data.

• Excellent time management and organisational skills, with the ability to balance competing priorities.

• Excel skills, including maintaining spreadsheets, trackers, and basic formulas.

• Clear and professional written and verbal communication skills, with confidence following up on outstanding matters.

• Good numeracy skills and an understanding of payment and reconciliation processes.

• Ability to work independently, demonstrate initiative, and resolve queries effectively.

• Collaborative team player, flexible and adaptable to changing workloads.

Requirements

• Minimum of 1 year experience in an administrative role, ideally within financial services, legal, professional services, or another regulated environment.

• Experience supporting reconciliations, financial administration, or payment processes is highly desirable.

• Strong working knowledge of Microsoft Excel, Outlook, Word, and PowerPoint.

• Experience supporting client onboarding or document‑heavy processes would be an advantage.