Administrative Assistant

Hindustan Insurance Brokers Ltd.; City Of London; Hybrid; GBP 32,000 - 38,000; Full time

Benefits offered by this job

Hybrid working

Job summary

Howden is a global insurance group seeking an administrative support professional to aid a nominated team. You will handle a range of administrative duties, manage documentation, and prepare management information.

Working within a hybrid model, you will coordinate travel, process expenses, and support regulatory training while maintaining accurate records and contributing to ongoing process improvements.

Qualifications

• Attention to detail with accurate documentation and filing.
• Ability to work effectively within a team.
• Prioritisation and organisational skills.
• Self-motivated and proactive in a regulatory environment.
• Competent IT skills including Word, Excel, and PowerPoint.

Responsibilities

• Provide administration support to a nominated team and ensure policy compliance.
• Input into plans and track progress to achieve business goals.
• Coordinate and book business travel and manage expenses in Emburse Enterprise.
• Create Excel reports for management meetings and take minutes when needed.
• Maintain accurate records on the company systems and manage documents.
• Support regulatory training and keep up to date with changes.

Skills

Attention to detail

Teamwork

Prioritisation

Self-motivated

IT skills

Effective communication

Education

GCSEs (or equivalent) including English

Tools

MS Office

Job description

Who are we? Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries. People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.

The Role The jobholder will provided administration support to a nominated team. They will carry out a range of administrative duties to support the work of their team and will ensure that their activities are completed in accordance with the relevant Company and/or Group policies.

What you'll do

• Planning/Reporting: Under the direction of line manager and senior colleagues, determines priorities and activities to achieve business and personal goals
• Will input into plans, as required e.g. through team meetings or informal conversations, to ensure achievement of business goals
• Manages assigned projects and contribute to other projects as required
• Provides relevant management information to senior management
• Technical: Process expenses using the Company systems (Emburse Enterprise), with awareness to the Company’s expense policy.
• Coordinate and book business travel, whilst keeping up to date with the latest travel restrictions and requirements.
• Assist in creating Excel reports for management meetings.
• Take minutes for meetings where appropriate.
• Data entry and data computation on Company systems and Excel Spreadsheets
• Ensure up to date records are maintained at all times on the Company systems for the department
• Manage and utilize Document management systems (whether paper based or electronic) on behalf of the whole department including but not limited to printing, copying, scanning, assembling, uploading and mailing.
• Manage and utilize Archiving, Filing and other systems on behalf of the whole department (either paper based or electronic, as appropriate)
• Keeps informed of all regulatory and legal changes which impacts on the job role
• Ensures up to date records are maintained at all times on the Company systems
• Responds appropriately to urgent issues as they arise
• Policy, Process and Procedures: Interprets instructions and issues arising, and then implement actions according to policies and procedures
• Environment, Customer Focus and Relationships: Respond to the department’s requirements as appropriate
• Responds to the clients(both internal and external) requirements as appropriate
• Behaves with all clients (both internal and external) fairly and ethically
• Shares information that could be beneficial to the Operating Entity/Group
• People Management/Personal Development: The job holder has no direct reports
• Actively undertakes personal development to ensure up to date knowledge and understanding of best practice
• Remains aware of external, industry, legal and regulatory developments etc to ensure practice and outputs are of a sufficiently high standard
• Keeps informed of all legal and regulatory developments relevant to the Operating Entity/Group
• Regulatory and Compliance: The Board of each Operating Entity requires the highest standards of corporate governance, operational excellence and financial reporting throughout the Group from all its employees. Specific responsibilities are listed below.
• Ensures compliance of self and direct reports (if any) with all applicable legal, fiscal and regulatory obligations in the form of policies and procedures
• Ensures correct authorisation is obtained and processes followed when required by the Operating Entity and/or Group
• Ensures performance, HR and T&C records are up to date and meet the Operating Entity and/or Group’s requirements (which will include those of direct reports if any)
• Maintains accurate records and deals with correspondence appropriately
• Operates in an honest, professional and ethical manner
• Strictly adheres to the Group Employee Code of Conduct
• Completes all relevant regulatory training
• Ensures competence of self and direct reports (if any)

Who we're looking for

Knowledge/Experience Experience not essential, training will be given. However, preference will be given to applicants who have some experience of working in an office environment in an administrative capacity and a desire to work in insurance. Basic technical knowledge of FCA regulations as they pertain to insurance intermediaries Understanding of processes and procedures within the insurance market

Skills/Behaviours

• Attention to detail with ability to produce accurate documentation and to file documents appropriately
• Ability to work effectively within a team
• Prioritisation and organisational skills
• Self-motivated
• Competent IT skills, including but not limited to Microsoft Word, Excel and PowerPoint
• Ability to communicate effectively, both verbally and in writing, with internal and external stakeholders
• Able to undertake and demonstrate competence in technical training, as required by the industry regulator

Qualifications

• GCSE’s (or equivalent) including English essential
• Technically proficient in MS Office software including Word and Excel

What we offer in return?

A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we’re looking for individuals who share the same values as us: Our successes have all come from someone brave enough to try something new We support each other in the small everyday moments and the bigger challenges We are determined to make a positive difference at work and beyond.

Reasonable adjustments

We’re committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs. Besides the usual adjustments such as software, IT, and office setups, we can also accommodate other changes such as flexible hours* or hybrid working*.

*Not all positions can accommodate changes to working hours or locations. Reach out to your Recruitment Partner if you want to know more.

Permanent

Howden began in 1994, as just three people and a dog. Now there are 23,000 of us, and we're a leading global insurance group, managing $37bn of premiums for our clients. Our largest shareholder group is us – the people who work in the business – supported by three long-term, minority growth-equity partners who share our vision to build a business to last, one that will never be sold. The owner's mindset is something that's embedded in our culture; our people readily take ownership of their decisions, their actions, and their outputs. They’re invested in every sense. And we all know that by working together to drive the business forward, everyone will benefit from the extraordinary results we can achieve.