Team: Administration Team
Reporting to: Compliance Manager
Profile
Responsibilities:
To assist the Head of Compliance and wider compliance team with records management and archiving, plus other day to day compliance functions. Duties with full supervision will include:
Archiving & Records Management
- Ensuring that archive records in relation to client files and Deeds are maintained meticulously within 3E Records, in accordance with the firm’s policies and procedures.
- Correctly record all files/deeds/Wills retrieved from the firm’s external storage provider and ensure safe transfer to the requestor;
- Liaising with external archive providers to manage all file/deed requests and returns.
- Correctly scan and record all incoming deeds in 3E Records, preparing Deeds schedules when required.
- Assist in returning Deeds to clients, mortgagee etc as required at the end of a transaction.
- Assist the compliance team with a file destruction project, in accordance with file retention policies and procedures.
- Assist the compliance team with file closing processes, in accordance with file closing procedures.
- Assist the compliance team with other general compliance tasks as requested.
- To answer telephone enquiries in a helpful and professional manner – taking responsibilities for queries or ensuring accurate messages are passed onto the appropriate person;
- Maintain good working relationships with clients (internal and external) and suppliers.
Essential:
- Good academics in Maths and English;
- Ability to work within a pressurised environment;
- A good telephone manner
- Confidence and ability to communicate at senior levels and to liaise with all parties both internal and external;
- Ability to work well on your own and within a team;
- Ability to work using your own initiative;
Desirable:
- Administration experience
The firm is an Equal Opportunities Employer and is committed to the implementation and maintenance of employment and recruitment practices which will ensure that no potential or current employee or trainee, is treated less favourably on the grounds of age, disability, gender, marital status, race, religion, nationality, colour, pregnancy and maternity or any other aspects unrelated to their current and potential skills, aptitudes and abilities.