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Office - Line Manager / Management Administrator |
|---|
Administration - Office Manager |
in London City |
| Manage and provide administrative and operational support to International Banking Services and including monitoring workloads and quality of service.
The job involves a high level of initiative and a proactive approach in order to identify administrative needs within the departments and to respond to these needs appropriately. The job holder must plan and organise their own workload in order to meet deadlines for both regular and one-off administrative tasks. Whilst several duties can be delegated among the support group, the administrator is responsible for ensuring the tasks are effectively carried out. Close liaison is required with the Group/Department Senior Manager Coach Financial Services Operations Managers ensuring knowledge sharing and adoption of best practice are met. The Responsibilities Support Staff Management Conduct support staff appraisals to review and develop performance, set appropriate objectives and monitor progress Deal with support staff difficulties, including performance deficiencies, disciplinary matters and morale problems Training for support staff Monitor workloads and ensure that the level of secretarial cover is appropriate, arranging temporary cover as needed Monitor absence cover within the department (holiday/sickness) Conduct support staff meetings Create job descriptions Conduct first stage interviews for support staff vacancies Manage/undertake (as appropriate) second stage interviews (with client service staff where applicable) Sales co-ordination Liaise with Partners to ensure regular update of sales reporting system, Pivotal IT Manage the allocation of hardware and software within both departments, maintaining an inventory of equipment located within the department Co-ordinate department's IT queries and needs and install new software in conjunction with local IT Accommodation/Premises Management Liaise with Department Secretaries/FS Operations Manager to ensure: Co-ordination of office accommodation moves Effective liaison between all departments and Facilities Effective implementation of initiatives and procedures Training and Induction Manage the administration and scheduling of all training courses for all members of the department, including booking, cancelling, distributing joining instructions and liasing with UK training Ensure training cancellations do not incur charges - finding replacements where possible and challenging staff reasons for cancelling Maintain comprehensive and up-to-date training records for department Co-ordinate departmental induction process and ensure all staff are allocated an appropriate mentor and counselling partner Co-ordination for all leavers, joiners and secondees HR Administration Act as the main point of contact for HR department and Coach Co-ordination of CV database for departments Quality Control For only, administer process of maintaining compliance standards on client files in accordance with regulations described in the Manual. Act as a liaison contact for the annual review General Administration Liaise with Department Secretaries to ensure: Holiday balances are monitored Maintenance of publications system and departmental library Effective management of departmental filing systems Co-ordination and effective planning of department events, such as annual away days and department entertainment Co-ordination of returns Effective management of the archiving system Manage the maintenance of the emergency call-out cascade of staff and contact numbers For only, ensure the Pivotal database is maintained. Act as a liaison point with client service staff for the weekly progress reports, produce reports accordingly Other projects as appropriate The Individual We require the following qualifications, skills and experience: Qualification in business administration/finance (or similar experience) 1½ or 2 years' experience in a support managerial role: -direct supervisory experience -appraisal/HR experience Proven project management skills Change management experience Strong problem solving skills and experience Assertiveness skills Possess a good understanding of IT Ideally the successful candidate should: Display tenacity and resilience Have the ability to build long-term relationships Challenge assumptions and generate imaginative and novel ideas Have a flexible approach to the working hours/job content Possess excellent organisational skills Have the ability to prioritise Be a self-starter Have excellent interpersonal/people skills excellent communication - both oral and written Networking skills |
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