ADMINISTRATOR

OCCUPATIONAL PENSIONS

JOB DESCRIPTION

This role primarily involves the administration of local secondary pension schemes and reports to the Occupational Pensions management team.

RESPONSIBILITIES

Responsibilities include the day-to-day administration of local secondary pension schemes with an insight into the administration of international occupational schemes.

DUTIES (include but are not limited to)

The “life cycle” of a pension:

• Assisting with the onboarding of new clients and members.
• Setting up clients on the relevant systems.
• Assisting clients with enrolling their employees.
• Monitoring bank accounts and processing contributions.
• Preparing investment instructions and liaising with fund administrators.
• Processing pension transfers.
• Handling queries and requests from clients, members and third parties.
• Supporting clients and members with access to and use of online systems.
• Paying benefits to members and beneficiaries.

Other duties:

• Following processes to ensure accurate administration and record keeping.
• Understanding and applying client due diligence requirements in line with policies.
• Preparing documents for review and signoff by signatories.
• Developing knowledge of the team’s products and services.
• Delivering quality results whilst being mindful of deadlines.
• Undertaking training as required.
• Supporting the team with system testing when required.
• Taking responsibility for personal development in line with agreed objectives.
• Undertaking other duties that arise from time to time in accordance with the demands of the role and development of the services provided.

“Quality of life” duties:

• Working collaboratively with others in the Sovereign Group, including the management team, the Accounts, Compliance and Legal teams, and colleagues in other offices.
• Helping to build a trusting and respectful working environment.
• Helping to maintain a reputation for reliability.

CORPORATE VALUES

The Sovereign Group Mission, Vision, Values & Goals should be supported by all staff.

• • Mission = Listening. Understanding. Planning. Delivering.

• • Vision = To be the best at helping our clients achieve their aspirations.

• • Values =
    • Superior Service
    • One Team
    • Versatile
    • Ethical
    • Respect
    • Expertise
    • Independent
    • Grow
    • Nimble

• • Goals =
    • Grow Sovereign Organically and through acquisition
    • Operate collaboratively, driving efficiency, consistency, knowledge, sharing and group cross selling
    • A leading provider for our financial solutions in all our jurisdictions
    • Leveraging our success to invest in our people and our infrastructure
    • Strive for excellence

person specification

The ideal Administrator:

•  
• Is hard-working.
• Is well-organised.
• Has good communication skills.
• Works well in a team.
• Has a focus on client service.
• Is familiar with Microsoft Word and Excel.
• Shows an attention to detail.
• Has effective time management skills.
• Is comfortable working with numbers.
• Has a flexible approach to working hours
• Has a willingness to learn and understand new software and systems.

Last updated: April 2023

(This job description will be reviewed on an ongoing basis in relation to the annual performance appraisal system and will be amended as required.)

Accounts Payable Assistant - Jersey

Operating as part of the Finance function, this role has day to day responsibility for the maintenance of the accounts payable solutions including processing of accounts payable across all Group entities. The role ensures all creditors are paid accurately and on time, in accordance with company policies, contributing to strong financial control and regulatory compliance. 

Key Responsibilities

• Receive, review, and process supplier invoices, ensuring compliance with internal policies and authorisation procedures
• Prepare and submit payment runs on a scheduled basis, ensuring all payments are authorised and in line with firm policies
• Maintain accurate records of accounts payable transactions, updating the financial management system accordingly
• Respond to supplier queries and liaise with internal departments to resolve invoice or payment issues efficiently. Resolution within 48 hours of queries to ensure un-reconciled items are identified
• Reconcile supplier statements, investigating outstanding or disputed items.
• Support the preparation of GST/VAT returns by ensuring invoices are processed correctly for different jurisdictions
• Ensure compliance with all relevant regulations and internal controls
• Contribute to continuous process improvement initiatives within the Finance team
• Assist with ad hoc finance projects and tasks as required
• Work collaboratively within Finance Operations to assist others at peak times and periods of absences
• Respond to miscellaneous queries from fee earners, support staff and third parties within 24 hours
• Develop strong relationships with all Group Finance functions to ensure identification, efficiency and consistent use of best practices
• Proactive identification, implementation and adoption of system and process enhancements to ensure excellent client service and drive efficiency
• Perform all aspects of roles in accordance with policy, procedure and controls

Skills, Knowledge and Expertise

• The role requires a high standard of accuracy and attention to detail, combined with discretion and the ability to work in a professional legal environment
• Highly diligent with an organised and timely approach to work
• Excellent client service mentality with a ‘can do, will do’ attitude
• Ability to work proactively and effectively within a team and with minimal supervision
• Analytical and logical approach, with a strong sense of initiative and high attention to detail
• Awareness of the importance of the wider commercial environment
• Commitment to team working and willingness to support colleagues as required
• Essential: basic proficiency in the use of Microsoft Office
• Preferred: previous experience in accounts payable, preferably within a professional services or law firm environment

Fund Administrator/Senior Fund Administrator – Guernsey - R129271

A vacancy has arisen in our Private Equity (PE) Operations team. Northern Trust offers a first class service to a variety of PE clients and work as a close team to ensure deliverables are met.

You will be working as a key member within the administration team whilst providing additional support to the wider team that administers a very large client with an active investment portfolio across multiple fund products.

Key components of the role include liaising with internal teams and the Investment Advisor, completion of client bespoke tasks, completion of investment administration and dealing with ad-hoc queries as they arise, all within scheduled timeframes and ensuring that all client KPIs are met.

 The key responsibilities of the role include:

•             Providing a premier client service by building strong relationships with the Investment Advisor and any other third parties including working closely with the client to resolve queries and other teams within NT to ensure completion of client deliverables.

•             Developing a thorough knowledge of your client and their bespoke requirements with regards to key processes performed in their systems.

•             Support the monitoring of assigned mailboxes, completing tasks assigned by the senior fund administrator or management.

•             Support other team members with workloads and rotate tasks on a regular basis.

•             Investments: Create and maintain investment and portfolio records in the client’s bespoke systems, including preparing and processing of purchases and disposals; recording of income receipts; monitoring receipt of monthly or quarterly valuations and understanding other types of complex investment transactions and restructurings.

•             Fund operations: Undertake daily cash management duties, bookkeep valuations in structures, perform periodic reconciliations and prepare invoice coding for all fund products.

•             Client reporting: Develop client specific knowledge to facilitate the preparation of regular reporting for the client’s senior management, finance, investor relations and deal team. This includes having detailed understanding of fund structures and the investment portfolio across fund products.

•             Investor reporting: Complete adhoc queries for investors where qualitative data forms a part of the response; and other stakeholder reporting: support preparation and review of reports within set deadlines.

•             Risk management & efficiencies: To identify efficiencies and areas for improvement to reduce risk and become more efficient; ensuring that technology available is being fully utilized in the most efficient manner; working with technology to resolve any issues and improve processes; ensure full and proper reporting to your manager of any operational issues and where delays are expected to flag any service delivery issues as early as possible; and ongoing review of daily controls and communications of any new ideas or suggested procedural changes.

Skills/ Qualifications:

The successful candidate will benefit from having:  

• Previous experience of fund administration of private equity funds, credit funds or perpetual funds is necessary;
• The ideal candidate would have business or financial services qualification or studying for same;
• Be computer literate with proven ability to learn new systems and processes, with data literacy skills advantageous;
• Possess excellent organisation skills with the ability to handle multiple priorities, escalating issues where necessary;
• Have customer service orientation with a concern for quality including being effective in the use of a variety of communication methods;
• Ability to problem solve and be a team player.

Compliance Manager - Jersey

Assisting the senior manager in all aspects of running the function with a focus on developing and maintaining the AML/CFT/CPF advice, guidance and training capability of the function.  The compliance manager will be expected to provide ad hoc advice to the business and contribute to the effectiveness of the AML/CFT/CPF aspects of the compliance monitoring programme.  If desirable and dependent on experience, there are MLCO responsibilities associated with the role.

Key Responsibilities

• Manage the provision of ad hoc advice and guidance to the business and, where relevant, other compliance staff to enable the business to operate effectively in meeting its regulatory and legislative requirements
• Ensure that those undertaking AML related CMPs are fully trained on how to undertake such reviews and to consider what learnings should be taken from reviews
• To input into the training and policy areas so that the CMP learnings are built into our control environment and training and awareness programme
• Manage and develop any direct reports including undertaking the appraisal and interim review process as defined by the firm
• Provide training and mentoring to develop the team, and technical expertise and guidance on more complex queries
• Continually liaise with the senior manager to ensure that they are aware of all aspects of the manager's responsibilities
• Contribute to compliance team meetings, implement decisions taken and carry out any function/activity required
• Assist with compliance-related processes for new members of staff including conducting Compliance inductions
• Assist the Money Laundering Reporting Officer in investigation of internal SARs
• Carry out any compliance-related function/activity as required by the heads of departments or partners/directors from time to time

If desirable and dependent on experience, the compliance manager can have MLCO responsibilities as follows:

• monitoring compliance with, and testing the effectiveness of, policies and procedures
• monitoring and testing the effectiveness of measures to raise awareness and training

Qualifications

• Educated to A level standard or equivalent
• ICA or other relevant compliance qualification to diploma level or above

Knowledge/skills/experience

• A strong awareness and understanding of local regulatory requirements, and a good technical knowledge of AML
• A minimum of 5 years' compliance experience
• Previous experience in a similar role and preferably within a legal environment
• Strong IT skills

Competencies

We would like you to have:

• Good interpersonal skills are required to develop close working relationships with colleagues and clients
• Strong prioritisation and time management skills and the ability to work under pressure
• Credibility and confidence to interact with stakeholders at a senior level
• Flexibility, energy and enthusiasm
• A solution driven attitude to problematic scenarios
• The ability to organise and manage workflows and delegate as appropriate
• Ability to work methodically and accurately

In this role you will be expected to:

• Behave in a manner in keeping with our core culture and values
• Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing
• Commit to fulfilling any personal CPD requirements and continually developing your skills and knowledge
• Flexibility, as occasionally you may be asked to work beyond your contracted hours to support urgent transactional work
• Some business travel may be required from time to time

Trust Manager - Guernsey

We are looking for Trust Manager to oversee a team of relationship managers and administrators as well as taking care of a portfolio of client relationships.

Your responsibilities will include:

• Managing, delegating and controlling the team’s routine processing including:
  • Cash Management
  • Exercise of Discretionary Powers
  • Maintenance of records, statutory or otherwise
  • The review and monitoring of Investment Portfolios
  • Providing management information to senior management team
  • Attending management meetings and contributing to the enhancement/development of internal practices and procedures

• Following internal policies and procedures
• Providing an exceptional level of client service
• Ensure that employee’s time chargeable utilisation targets are met and are attributable to client relationships and Invoices are raised and paid in a timely fashion
• Ages debtors for the team are monitored and followed-up for payment
• Acting as primary relationship manager for a number of clients and intermediaries
• Seeking opportunities to develop relationships and cross sell
• Effective supervision of the team, including:
  • Setting SMART objectives
  • Performance management and effective completion of performance appraisals
  • Providing on the job training
  • Delegation of tasks and follow-up completion
• Maintaining awareness of the regulatory environment
• Ensuring revcomps (Review Comments Compliance) completed and any action points diarised for follow-up
• Contributing to a satisfactory (or better) audit rating for BTGL.

Your qualifications and skills include:

• A relevant professional qualification e.g. STEP, ICSA or ACCA
• Strong Knowledge and experience of offshore trust and company administration
• Excellent personal organisation and time management skills.
• Communication, interpersonal and negotiation skills
• A proven track record of client service excellence and business development
• Experience of successfully managing a team and meeting billing/cash collection targets and deadlines
• Good knowledge of Guernsey’s regulatory environment
• Willingness to travel at short notice