Job Description

Senior Trust Administrator / Trust Officer

Department: Trust

Employment Type: Permanent

Location: Guernsey

Reporting To: Assistant Trust Manager

• a competitive salary
• flexible working and dress for your day policies
• full financial support and study leave for professional development
• top-level health insurance for our people
• annual performance-based bonuses
• e-bikes free for staff use and opportunities to take part in green initiatives
• regular sports and social events as well as opportunities to support local charities

The responsibilities

• setting up and maintaining the client information database and statutory records including minutes of directors and shareholders meetings, and trustee resolutions
• completing the day-to-day bookkeeping for companies and trusts up to trial balance including monthly reconciliations and downloading of statements
• assisting team members with the opening and closing of entity bank accounts and assisting with the review of incoming funds to client bank accounts, noting any inconsistencies. Liaising with bankers over remittance of money deposit accounts and investment transactions and settlement instructions
• liaising with intermediaries as directed by senior team members, including proactively making phone calls. Attending intermediary meetings and preparing meeting notes where appropriate. Discussing technical matters with senior team members to gain understanding
• preparing routine investment review minutes and liaising with investment advisors and brokers, as required
• working towards competency in the formation of legal entities and trusts and developing knowledge of registry requirements in common jurisdictions
• acting in line with the firm’s policies and procedures and demonstrating good understanding of how they impact day to day working
• gaining and developing an awareness of tax, taking note of warning messages
• completing the timekeeping system and meeting utilisation targets

• ensuring all information on the client database and statutory records are set up and maintained, including accurate and up to date shareholder and beneficial owner information with the relevant company registers. Following up on indications from the client when something has changed
• ensuring bookkeeping is accurate and all relevant information is available to enable the accounts to be prepared. Assisting with queries arising from the production of accounts and reviewing of accounts where appropriate
• opening and closing entity bank accounts and ensuring full understanding of any funds received into client bank accounts and that payments are made in line with policies and procedures. Monitoring cash balances on client bank accounts in line with Investment Review Committee recommendations and taking appropriate action to avoid overdrawn positions and large uninvested cash balances
• ensuring knowledge of clients and that their instructions are fulfilled, with manager support
• attending client meetings as required, and preparing all documentation as required
• reviewing and understanding all categories of investments/assets and reporting. Liaising with investment advisors regarding the requirements of the Investment Review Committee and maintaining the Investment Policy Statements as required
• incorporating legal entities and forming trusts in common jurisdictions, while observing registry requirements
• demonstrating a good understanding of the firms’ policies and procedures and ensuring that work adheres to the same and providing guidance to less experienced team members to ensure their awareness of risk and the potential implications
• completing tax compliance reviews and ensuring structures are managed in line with tax advice and that tax related deadlines are met
• ensuring that financial targets and time utilisation are met in accordance with objectives.
• maintaining the timekeeping system and assisting less experienced team members in selecting the relevant time codes. Identifying opportunities to monitor aspects of client work through use of projects. Managing cashflow and producing client fee invoices
• identifying opportunities for staff development through providing feedback
• assuming authorised signatory responsibilities as appropriate

You

• a sound understanding of tasks covering a range of activities using multiple methods, techniques and processes
• may have attained or be working towards STEP or CGI, or equivalent, along with meeting your CPD requirements
• effective communication skills and the ability to converse with a range of people,
  adapting style with ease to suit the audience and situation
• ability to identify and resolve non-complex issues, with support and direction
• ability to prioritise and complete tasks to achieve deadlines, with support and direction
• ability to work to specified standards and service levels and propose solutions to resolve straight forward daily problems
• evidence a positive and committed approach to teamwork and understand the importance of working together to provide excellent client service

• very good technical knowledge and understanding to enable delivery of a range of activities within the Trust arena along with a base knowledge of tax and ability to develop a wider awareness of tax changes
• may have attained or be working towards STEP or CGI, or equivalent, along with meeting your CPD requirements
• effective communication skills and the ability to converse with a range of people along with the ability to produce documentation of a slight to moderately complex nature with high accuracy and attention to detail
• ability to identify and resolve slight to moderately complex issues, with support and direction
• pro-active and self-sufficient to meet deadlines and objectives, with support and direction, as required
• ability to work to specified standards and service levels along with demonstrating a wider thought process around tasks, such as potential impact of actions and associated risk
• lead by example by evidencing a positive and committed approach