Page 1 of 2

The Role The Office Administrator is responsible for the smooth daily operations and facilities management within the Guernsey office, ensuring the office functions efficiently while providing administrative support to the business. This role is also essential in ensuring accurate and compliant management of both physical and electronic records within a regulated financial services environment. The post holder will play a key part in maintaining document integrity, supporting internal teams, and adhering to statutory and regulatory requirements. The post holder reports to the Associate Director, People and Culture.

Key Duties and Responsibilities The post holder is responsible for: Office Management

• Managing reception duties, including answering calls, responding to emails, greeting visitors and setting up the boardroom for meetings

• Monitor and order office supplies and stationery

• Coordinate maintenance and liaise with vendors

• Liaise with vendors for office equipment repairs and services (printer etc.)

• Handle incoming and outgoing mail and courier services

• Ensure compliance with workplace health and safety regulations

• Maintain emergency procedures and first-aid supplies

• Assist with basic trust/pension administration tasks

• Handle confidential documents securely and assist with AML/KYC processes as required Filing and Archiving

• Receive, sort, scan and electronically file incoming documentation daily

• Retrieve and manage trust, statutory and client documentation on request

• Maintain accurate filing and logs, tracking document movement

• Organise and oversee physical archives, including secure storage and disposal

• Ensure compliance with document retention policies and legislative guidelines

• Maintain accurate data quality across electronic systems

• Support internal audits or reviews of document management procedures

• Collaborate with internal teams and third parties to obtain required documentation

• Assist with ad hoc projects such as data quality initiatives and process improvements

• From time to time, you may be required to perform other reasonable tasks within the scope of your role to support the business.

Job Title

Office Administrator

PEN

Page 2 of 2

Competencies The post holder should have;

• Previous experience in office administration and/or document management, preferably within financial services

• Experience in physical and electronic document management and archiving is desirable

• Knowledge of compliance and regulatory obligations, including document retention and secure disposal

• Proficient in Microsoft Office and electronic filing systems

• Strong organisation skills and high attention to detail

• Excellent communication and interpersonal abilities

• Reliable team player with a proactive approach and the ability to work collaboratively

• Ability to manage multiple tasks and meet deadlines

• Confidentiality and discretion in handling sensitive information

Key Business Partners

• All colleagues across the business, including Senior Management and Directors

• Property management

• Facilities vendors (cleaning, maintenance etc.)

• Courier and postal services

• Office supplies providers

Updated December 2025