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Senior Administrator - Corporate Team

We are looking for a Senior Administrator to join our Corporate team. Appropriately qualified in STEP, ICSA or equivalent, the successful candidate will be instrumental in supporting the team with their knowledge and experience and ensuring our clients receive the best possible service, whilst enjoying the opportunities our career structure and management development programme can offer.

Location: Jersey
Before you apply: Five years’ Jersey residency required for this role, as required by Control of Housing and Work (Jersey) Law 2012.

The type of people we are looking for:

  • Responsibility for the administration of a portfolio of entities, including those of a complex nature.
  • Facilitating and attending board and trustee meetings, circulating agendas and documents for consideration, drafting and circulating accurate minutes and ensuring all related matters are dealt with in a timely fashion, including ensuring documents are signed and processed. 
  • Arranging payments in a timely fashion, utilising more junior staff as appropriate and checking those payments for accuracy prior to circulation to authorised signatories. 
  • Organising and attending client calls or meetings, making and circulating notes of those meetings and, where appropriate, becoming the first point of contact for your clients.
  • Managing the annual accounts process for entities within your portfolio and working with internal and external bookkeepers, accountants, stakeholders and directors/trustees to finalise. 
  • Ensuring investment portfolio reviews are received as required and that these are appropriately documented in a timely fashion, with any risk issues escalated and dealt with.
  • Ensuring periodic review points and other risk matters are addressed and cleared in a timely fashion, in accordance with Hawksford or departmental guidelines. 
  • In accordance with documented tax advice, being aware of the tax obligations of your entities and ensuring that these are followed.
  • Assisting senior management with new business enquiries and proposals.
  • Maintaining relationships with and liaising with intermediaries and third parties as required from time to time, e.g. investment managers, tax advisors and lawyers.
  • Attending networking events as a representative of Hawksford.
  • Being aware of other Hawksford departments, offices and service lines and building relationships where appropriate, in order to identify cross-selling opportunities if they arise.
  • In conjunction with your manager, assisting with covering other portfolios in the absence of team members.
  • Attending team meetings and putting forward points and/or ideas to contribute and enhance the efficiency of your entities and the running of the department and assuming extra responsibility by contributing to team projects.
  • Assisting with the supervision and development of junior staff as required.
  • Recording your time accurately and in a timely fashion.
  • Ensuring that all billing related tasks and targets are achieved within agreed timeframes, including WIP reviews and notifications to clients, time movements, write-offs, invoice generation and debt collection. 
  • Reviewing WIP/timesheet entries and providing feedback to other staff.  Understanding and taking practical steps to improve the profitability of your clients and minimising write-offs where possible.
  • Following Hawksford and entity specific policy and procedure and escalating and reporting any breaches in a timely fashion.
  • Keeping abreast of the changing regulatory and legislative environment.
  • Such other duties as the management may at times reasonably require.  This job description is a guide to the principal, current duties of the job.  It does not form part of a contract of employment.


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