To provide a full range of administrative support to the team, including administration, operational, customer service, and processing support as required, ensuring deadlines are met. The role holder is expected to provide a high quality service to their internal and external customers, taking ownership and using their initiative to complete necessary tasks.
Principal Accountabilities: Key activities and decision making areas
Impact on the Business
Provide full administration/office support to the team, as required, anticipating workload and supporting with appropriate materials
Reply to and formulate correspondence on behalf of the Line Manager or team
Manage line manager or team e-mails and inbox’s as required – responding, prioritizing and printing
Manage Line Manager or team diaries as required – organizing meeting and booking rooms
Ensure meeting papers, agenda items, presentations and MI are collated for meetings
Monitor meeting action items as appropriate, advising Line Manager/team of progress
Prepare, reconcile and submit all expenses in a timely manner
Place stationery orders via BuySmart for general office supplies, business cards, diaries, etc.
Use of Lotus Notes/Office packages to produce and type documents
Manage and control projects on behalf of the Line Manager/team
Co-ordinate travel and accommodation requirements, including obtaining visas as required
Ad hoc duties as required by the team or business
Customers / Stakeholders
Gives support to their line manager and team at all times
Works collaboratively with their immediate and wider team members
Focuses on the end user – the HSBC customers at all times
Owns and resolves issues with all stakeholders or customers and understands how and when to escalate
Deal effectively and efficiently with external Suppliers
Fully understands the media policy and how this applies to their role
Leadership & Teamwork
Acts as a role model for our Group Values and behaviors (Open, Connected, Dependable), supporting colleagues and customers to deliver superior customer service through these values.
Values diversity amongst team
Acts a as mentor to assist new joiners as required
Provides training to new joiners/junior employees as required
Good, flexible, proactive and enthusiastic team player.
Promote an environment that supports diversity and reflects the HSBC brand.
Operational Effectiveness & Control
Maintains HSBC internal control standards
Awareness of all elements of Operational Risk associated with the role
As appropriate, participation in technical and soft skills training
Ensure that all employees are aware of and effectively identify and manage applicable money laundering (ML), terrorist financing (TF), sanctions and reputational risks.
Complete other responsibilities, as assigned.
Achieving customer excellence in every contact
Supporting a Manager or small team in a challenging and ever changing environment
Understanding updates on procedural changes and compliance
Working under pressure
Working within a demanding environment, the roleholder is involved in the full spectrum of work and/or issues dealt with by their team. This role requires the jobholder to have a good knowledge and understanding of their business area and how it operates.
They may be required to provide training or mentor more junior team members.
Management of Risk
Ensure compliance of both general and anti-money laundering and anti-terrorist financing (AML/ATF) compliance controls as well as operational risk controls in accordance with HSBC or regulatory standards and policies; and optimize relations with regulators by addressing any issues.
The jobholder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organization.
The jobholder will also continually reassess the operational risks associated with the role and inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology.
This will be achieved by ensuring all actions take account of the likelihood of operational risk occurring. Also by addressing any areas of concern in conjunction with line management and/or the appropriate department
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.
The jobholder will also adhere to and be able to demonstrate adherence to internal controls. This will be achieved by adherence to all relevant procedures, keeping appropriate records and, where appropriate, by the timely implementation of internal and external audit points, including issues raised by external regulators.
The jobholder will implement the Group compliance policy by containing compliance risk in liaison with Global Head of Compliance, Global Compliance Officer, Area Compliance Officer or Local Compliance Officer. The term ‘compliance’ embraces all relevant financial services laws, rules and codes with which the business has to comply.
This will be achieved by adhering to all relevant processes/procedures and by liaising with Compliance department about new business initiatives at the earliest opportunity. Also and when applicable, by ensuring adequate resources are in place and training is provided, fostering a compliance culture and optimizing relations with regulators.
Minimum 1 year relevant experience working in an administrative role or team
Excellent planning and organizational skills with experience of working under pressure
Excellent interpersonal, written and verbal communication skills
Excellent keyboard, shorthand and audio skills
Proven ability of using their initiative
Advanced computer and IT skills, including all Microsoft packages
Ability to prioritize workload effectively
Thorough understanding of bank and departmental procedures, functions and activities
Experience of having worked in a Corporate environment
Job Field : Commercial Banking
Primary Location : North America-Canada-Quebec-Montreal
Schedule : Full-time Shift : Day Job
Type of Vacancy : Country vacancy
Job Posting : 23-Dec-2016, 00:51:53 Unposting Date : 06-Jan-2017, 02:59:00
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