Administration Assistant

3 weeks ago


London, United Kingdom Charles Taylor Full time

**Overview**:
**Reference**
667966

**Salary**
£/annum

**Job Location**:

- United Kingdom - England - Greater London - London

**Job Type**
Permanent

**Posted**
25 January 2024

**The Role**:
We currently have an opportunity for an Administration Assistant who will be part of an global adjusting team to provide general administrative support and personal assistance to the London-based Natural Resources adjusting team, as well as certain teams overseas.

**Key Responsibilities**:

- Case creation and management, including the following tasks:

- Open new cases, register same on our various core systems and support the ongoing management of these cases, in these systems e.g. New Instruction Portal, CTA’s internal Case Management and Accounting (CMA) system, eCases
- Ensure the correct case related expenses and disbursements are entered onto CMA before any invoices are processed by CTA’s Working Capital team; investigate and resolve any discrepancies.
- Assist adjusters with general file management and efiling of papers. Although CTA is adopting a paperless approach with the introduction of eCases, there may also be a requirement to print a limited set of documents as CTA’s hard copy “Record of Note” to comply with local regulations.
- Produce case related management information, as required.
- Close eCases and ensure they are appropriately managed prior to being destroyed.
- Travel management e.g. co-ordinating and booking complex travel and arrangement of adjusters travel schedules. This will involve the arrangement of vaccines, visas and security as required.
- Document creation and voice dictation e.g. preparation / proof-reading of reports, letters, and general communications with clients
- General adjuster support, including the following tasks:

- Assist with the arrangement of meetings and appointments for adjusters.
- Deal with and order office stationery
- Marketing and client events e.g. assist with the arrangement of special events, market seminars and a twice-annual newsletter
- Special Projects; as and when needed, be proactively involved in the development of new processes / systems and the user acceptance testing of same before they are deployed.
- Provide training / support on new and existing systems, procedures, and processes to staff in both the adjusting teams
- Build strong relationships with:

- Adjusters, external clients and other stakeholders.
- Key internal stakeholders in the adjusting teams they work with and ensure they and their teams consistently receive a high standard of support.
- Assist Natural Resources Adjusters with drafting of claim related invoices for Natural Resources Adjustments including formatting of Word and Excel templates to final stages.
- Perform other support activities and provide general assistance to adjusters and other support staff to ensure the efficient running of the Natural Resources team.
- As requested by your Line Manager the Job Holder will also perform reasonable ad hoc duties within the Job Holder’s capabilities.
- Management of client database which will require a good understanding and working knowledge of core MS Excel functionality.
- Account/case management, adding invoices to core systems.
- Previous experience providing administration / secretarial / PA support in a corporate environment.
- A great team player, who is also able to work independently.
- Experience in international travel management
- General secretarial skills, including diary management. Will require minimum of60 WPM typing speed.
- Microsoft Office Word and Excel at intermediate/expert level
- Demonstrates attention to detail and a desire to get things done “Right First Time”
- Professional and responsive approach
- Proactive and efficient
- Flexible, with a hands-on approach to getting work done.
- Excellent communication and interpersonal skills
- Self-motivated
- Results / deadline orientated.

**Required Skills**:

- Previous experience providing administration / secretarial / PA support in a corporate environment.
- A great team player, who is also able to work independently.
- Experience in international travel management
- General secretarial skills, including diary management. Will require minimum of60 WPM typing speed.
- Microsoft Office Word and Excel at intermediate/expert level
- Demonstrates attention to detail and a desire to get things done “Right First Time”
- Professional and responsive approach
- Proactive and efficient
- Flexible, with a hands-on approach to getting work done.
- Excellent communication and interpersonal skills
- Self-motivated
- Results / deadline orientated.

**Equal Opportunity Employer**:
Our external partnerships and the dedicated work we do in promoting a transparent and fair recruitment and selection process all contribute to the successful, inclusive and diverse culture and environment which we are proud to be a part of at Charles Taylor.

**Contact information**:
Arjaree Shackleton


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