Purpose of the Job:
To provide effective, professional and efficient PA support to the Group Chief Risk Officer & Chief Actuary. Providing information and reports in a timely manner and taking a pro-active approach towards work.
To manage the PA’s to the Senior Management team within Risk & Actuarial.
Principal Accountabilities:
To be primarily responsible for:-
Diary Organisation: • Managing the Group Chief Risk Officer & Chief Actuary diary; ensuring correct time allocations are scheduled accordingly whilst being commercially aware of priority meetings which take precedence. • Co-ordinating the business and private diaries to ensure there are no clashes and if there are, to re-arrange and prioritise appointments accordingly. • Greeting and liaising with internal and external clients and service providers.
Communication: • Preparing and issuing meeting notes, minutes and reports and other correspondence within required timescales. • Undertaking effective communication to ensure work is presented to the standard required.
Secretarial/Administration: • Inbox coordination • The collation, compilation and distribution of reports and selected management or information packs in preparation for meetings. • Maintaining accurate and up to date electronic/paper based filing systems. • Managing the itinerary when travelling. • Preparing presentations for both internal and external use to the standard required. • Assisting with cover for other Senior/Executive management team members as and when required.
Event Organisation: • Co-ordinating, with the relevant internal and external teams, the corporate events including the organisation of accommodation, transportation and meals. • Ensuring availability of the key individuals through co-ordination of internal and external individual diaries. • Ensuring invitations are organised and sent out in a timely manner and that the deputies are made aware of attendees and non attendees. • Preparing relevant information for the event such as schedules, agendas and attendee summaries.
Management Information: • Sourcing Management Information from other Departments/external resources as directed by each deputy.
Project Management: • Providing support for projects on an ad hoc basis.
Team Management To manage any direct report(s), including but not limited to: • To undertake and submit performance reviews in a timely manner, providing direction for those direct reports, setting clear objectives and priorities, providing feedback on performance etc • To manage under performance in line with the Group’s policies and procedures
Regulatory Conduct Rules:
- Act with integrity
- Act with due skill, care and diligence
- Be open and co-operative with Lloyd’s, the FCA, the PRA, and other regulators
- Pay due regard to the interests of customers and treat them fairly
- Observe proper standards of market conduct
- Act to deliver good outcomes for retail customers.
Education, Qualifications, Knowledge, Skills and Experience:
• A good overall standard of education. • Have a relevant, professional secretarial qualification. • Experience of managing a team • Shorthand and copy typing is desirable. • Advanced level of Microsoft Office skills (Word, Excel, Power Point and Outlook). • Extensive experience of working as a PA to an Executive • Previous experience within an insurance company or syndicate is desirable. • Excellent written and oral communication skills, with the ability to communicate at all levels. • Able to work on own initiative. • Able to manage own time and others and be prepared to work flexibly. • Highly organised, with effective time management and prioritisation skills. • Confident and assertive; balanced with a friendly pro-active approach. • Good persuasion and negotiation skills.
