Administration Assistant

Job description

Role Title: Administration Assistant
Business: HSBC Private Bank (C.I.) Limited
New or Existing Role? Existing
 
Role Purpose
·         To ensure Group policies and procedures are effectively followed in the creation and maintenance of Client and Bank static data.
·         To work as a team with fellow colleagues and provide assistance to Assistant Manager.
·         To help maintain a sound control environment.
 
Key Accountabilities
Impact on the Business
·         Ensuring accuracy and timely action of opening and closing bank/client/broker accounts on BIMAS; the set up of client information on SIFIC and any other required HSBC approved systems for maintaining client data.
·         Opening new and closing client accounts; informing the appropriate departments when closed and printing closing statements for clients and informing Private Client Services (PCS) when the accounts are closed.
·         To help mitigate fraudulent attempts by performing signature verification along with fax, telephone and/or e-mail indemnity checks.
 
Customers / Stakeholders
·         Administer Internet Banking Client set-up.
·         Issue and administer Standard Settlement Instructions and Swift Code set up in BIMAS.
·         Maintain QI and ESD data accurately within the Bank’s systems.
 
Leadership & Teamwork
·         Provide support to the DCU team, including the Assistant Manager and Manager.
·         File documentation in client hardcopy file.
·         Foster positive and professional working relationships with fellow colleagues and other departments.
·         Recommend improvements to existing procedures and systems.
Recommend improvements to existing procedures and systems.
 
Operational Effectiveness & Control
·         Read and understand the latest version of PB FIM and other related FIMs and policies to ensure controls and procedures are in place and are being complied with relevant to your area of responsibility.
·         Provide and maintain user support on DCU systems.
·         Undertake monitoring required by DCU.
·         Undertake ad hoc projects as required by DCU.
 
Major Challenges
·         Effectively carry out all required DCU responsibilities.
·         Prioritise workloads, as appropriate, to minimise the risks associated with maintenance of client data on the Bank’s systems.
·         Deal with other departments diplomatically in carrying out the DCU responsibilities.
 
Role Context
·         The incumbent is expected to be a responsible person who can ensure the day-to-day workload is effectively carried out.
·         The nature of the role is to provide administrative support to the business and to fellow colleagues to ensure Group’s policies and procedures specific to the DCU department are effectively carried out.
 
Role Dimensions
·         The jobholder provides administrative support of client information to all relevant departments of the Bank.
 
Management of Risk
·         Is aware of the Operational Risk scenario associated with the role and acts in a manner that takes account of operational risk considerations.
 
Observation of Internal Controls
·         Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.
·         Understands, follows and demonstrates compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which the jobholder is involved, specifically Internal Controls and any Compliance policy including, inter alia, the Group Compliance policy.
Controlled Functions Only : The position outlined by this job description constitutes a “controlled function” requiring specific FSA approval under section 59 of the Financial Services and Markets Act 2000.  This particular position is defined as a “Customer Function” controlled function and, as such, the holder must ensure that their personal conduct complies in all respects with the first four Statements of Principle for Approved Persons and related Code of Practice for Approved Persons.

Desired profile

Knowledge & Experience / Qualifications
·         Good tertiary level education.
·         GCSE Mathematics and English at grade ‘C’ or above (or equivalent).
·         As a minimum, possess basic typing skills and basic knowledge of Microsoft Office and e-mail systems; with a willingness to such develop skills to a proficient and/or advanced level (as required by the role).
·         Previous banking and/or administrator experience.
·         Proven, effective, strong communication and interpersonal skills.
·         Proficient keyboard skills.
·         Good working knowledge of information technology.
·         Displays excellent attention to detail.
·         Analytical and problem solving ability.
·         Organised and effective.
·         Self-motivated.
 
We are an equal opportunity employer and are committed to creating a diverse environment.