Client Support Administrator

We are currently recruiting for a Client Support Administrator on a six-month fixed term contract.

Summary of role

The Client Support and the Client Service Team are responsible for all aspects of our administrative relationship with clients, potential clients and client relationship managers. The department always aims to provide the highest level of service. The role requires excellent product and system knowledge ensuring all activities are conducted in accordance with Compliance and departmental procedures.

Key competencies

  • Written and verbal Communication skills
  • Maintain knowledge of CCLA products
  • An ability to effectively communicate with and engage the representatives of charitable investors
  • Working knowledge of the characteristics of the major asset classes and their appropriateness to the various circumstances of investors
  • A working knowledge of current charity and trustee law and the understanding of and empathy with the sector

General

  • To promote the interests of the Company and its clients
  • To ensure you work constructively with all members of the CCLA team

Duties

The primary duty is to ensure we provide a high standard of service to clients, potential clients and the client relationship managers.

Client support administration

Maintaining an up-to-date record of all discretionary client details and a record of the authorisation of all amendments, including:

  • Investment management agreement
  • Investment objectives and risk appetite
  • Asset allocation limits and restrictions
  • Ethical investment restrictions
  • Allocated fund manager
  • Evidence of suitability
  • Performance benchmark
  • Fees
  • E-mail indemnity
  • Other KYC information
  • Authorised signatories and correspondent details
  • Client communications including dispatch of client reports
  • Annual suitability reports – issue, log where required

Other duties include:

  • Answering client queries
  • Queries from the client’s consultants
  • Queries from the client’s auditors
  • Queries from Investment and Client Relationship teams
  • Monitoring client transactions and income to ensure accuracy of records
  • Instruct internally any new money, transfers and withdrawals
  • Instruct the remittance of income and capital repayments to the clients monthly and quarterly
  • Check Rebate amounts. Instruct where necessary any transaction required, and issue contract notes accordingly
  • Send required number of reports to clients (weekly, monthly, and quarterly and on an ad hoc basis)
  • Producing regular valuations for clients
  • Send segregated management information (monthly)
  • Liaise with Operations department with regard to world market trade forms and contact the clients when required
  • Diarise and check LEI status for the directly invested clients, make contact where necessary
  • Diarising and issuing of bespoke valuations, reports and data
  • Aiding the CRM team when required

Quarterly investment report service

  • Maintain the RDM database with regard to the admin of client’s details. This includes the amendment to personnel details and existing client details
  • Ensuring the two designated emails (cclareporting and crmreporting) are actively monitored, with queries being dealt with in an efficient manner
  • Any non-administrative amendments are to be added to a Reporting Changes spreadsheet for the Reporting team to action
  • Ensure RDM system and Aurora record correct CRM and report information
  • Weekly and monthly monitoring of the following:
    -    New accounts to be added
    -    Closed accounts to be reviewed
    -    Amendments to existing CRM accounts
    -    Review of non-CRM accounts (large balances)

In respect of anti-money laundering and customer due diligence, ensure CCLA policies and operating procedures are adhered to and referrals made to Compliance where there is an information gap or discrepancy and/or where there is any concern. This includes, but is not limited to:

  • obtain from IMA clients any additional information (and/or documentation) requested by TAG and/or Compliance
  • undertake transaction monitoring in accordance with the procedures, to clearly record a relevant rationale for why any matter is not a concern and to refer any matters that are a concern to Compliance
  • provide Compliance with a periodic report on transaction monitoring confirming that all due transaction monitoring for a reporting period had been completed and whether there were any exceptions and if so, why they were deemed non-reportable to Compliance. If there were no exceptions in a reporting period, this should also be stated
  • refer to Compliance Advisory any matters that are a cause for concern/are not expected/not in accordance with procedures.
  • maintain appropriate records to demonstrate the checks undertaken
  • undertake (in conjunction with TAG) IMA clients risk reviews

Interested?

If you would like to see the full job description, please email recruitment@ccla.co.uk.

If you are interested in applying please send a copy of your up to date CV to recruitment@ccla.co.uk stating your current salary and notice period.

Please note, CCLA does not accept CVs from recruitment agencies unless we have actively engaged on a specific position. Any CVs submitted in this manner will be disregarded.