Administrative Assistant

Howden; Greater London; Hybrid; GBP 21,000 - 32,000; Full time

Benefits offered by this job

Hybrid working

Employee ownership

Flexible hours

Job summary

Howden is hiring an administrative support specialist to back a nominated team in a permanent, hybrid role in London. You will handle expenses, travel, data entry and document management while ensuring compliance with policies and regulatory requirements.

You’ll work with MS Office tools, create Excel reports, take meeting minutes, and support planning and reporting activities. The role offers a collaborative environment and opportunities for development within a global insurer.

Qualifications

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

Responsibilities

• Input into plans and activities to achieve business goals as directed by the line manager.
• Manage assigned projects and contribute to other projects as required.
• Provide relevant management information to senior management.
• Process expenses using Emburse Enterprise in line with the expense policy.
• Coordinate and book business travel, staying updated on travel requirements.
• Create Excel reports for management meetings and take meeting minutes.

Skills

Attention to detail

Teamwork

Prioritisation

Self-motivated

Communication

Education

GCSEs including English

MS Office proficiency

Tools

Emburse

MS Excel

MS Word

PowerPoint

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 do 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