Client Data & Document Control- Senior Assistant - Internal Applicants Only

Arbuthnot Latham; Greater London; Hybrid; GBP 35,000 - 52,000; Full time

Benefits offered by this job

Discretionary Bonus

Pension

Life Assurance

Cycle to Work Scheme

Health Assessment

Season Ticket / Travel loans

Dental insurance

Holiday buy/sell

Job summary

Arbuthnot Latham is seeking a Senior Assistant in Client Data & Document Control to oversee the team’s daily workflows, ensure SLA adherence, and support the Team Leader in delivering high-quality data and document management across onboarding, switching and client data journeys.

The role emphasizes supervision of Operations Assistants, risk and controls, bespoke reporting, process improvements, and maintaining confidentiality, with a one day per week hybrid working arrangement.

Qualifications

• Experience leading a Client Data or Back Office team in a banking environment.
• Strong understanding of regulatory requirements (FCA/PRA Conduct Rules).
• Proven ability to manage workloads, queues and SLAs.
• Excellent written and verbal communication and discretion.

Responsibilities

• Supervise Operations Assistants and support Team Leaders.
• Ensure tasks are completed within SLAs and with high accuracy.
• Oversee data/doc control processes, FLOD, testing and risk controls.
• Prepare reports and contribute to continuous improvement.
• Maintain confidentiality and comply with policies.

Skills

Supervisory experience

CD&DCT knowledge

Regulatory & risk awareness

Communication skills

Team leadership

Confidentiality & discretion

Tools

Banking systems familiarity

Job description

Client Data & Document Control- Senior Assistant - Internal Applicants Only

Arbuthnot Latham has been associated with banking since 1833. We combine private and commercial banking, wealth planning and investment management. We believe in traditional relationship and service-led banking powered by modern technology.

***This role is currently only open to employees of Arbuthnot Latham***

Job Purpose

This is an integral role in providing first class service to clients by ensuring the Client Data & Document Control Team (CD&DCT) becomes the bank wide centre of excellence for all client, onboarding, data journeys, switching and document management.

To place the interests of customers at the centre of all activities, act in a way that is consistent with achieving good outcomes for consumers and to comply with the FCA and PRA's Conduct Rules.

As a senior member of the team this role is responsible for ensuring that all Client Data & Document Control tasks are fulfilled in line with procedures, service level agreements and with a high first time yield. This role will oversee activities carried out by Operations Assistants within the team and provide support to the Team Leader(s), by way of, but not limited to:

• People supervision and development
• Workflow and SLA service standards supervision
• System Testing for new and upgrade system implementations
• FLOD Checking
• Error reviewing, logging and monitoring to completion
• Procedure writing and maintenance
• Assisting with projects as required
• Reporting

Key Responsibilities

Client Service

• Ensure all Client Data and Doc Control queues are being managed effectively and rotas are in place where required
• Tasks are completed within SLAs or exceeded
• Work is prioritised in line with Front Office requests
• Client Data or Switching queries are investigated and resolved
• In-trays and inboxes are cleared down daily as far as possible
• All reconciliations are completed on the day
• Work is constantly checked for accuracy

Operational Excellence/ Risk

• Generate ideas for and deliver continuous improvement to processes to enhance client service
• Keying errors are identified, trends analysed and actions taken to resolve/improve
• Complete first line of defence testing for processes within the CD&DCT
• Investigate errors & complaints to establish root causes and implement corrective action to avoid repetition
• Ensure all operational guidelines are followed and maintained
• Responsible for preparing regulatory returns or attestations, as required
• Responsible for managing risks inherent to the role by diligently observing internal policies and procedures
• Providing input to our FLOD controls testing requirements and assisting with the Risk Register review as required
• Acts as internal escalation point for suppliers and engages as necessary.Provides support for regular reviews through performance feedback, agenda preparation and minute taking
• Ensures daily statistics are being captured and provides support for preparation of monthly reporting

People

• Responsible for delegated training across the two areas of the team
• Assist with workloads when busy, but primarily oversee the work completed by Operations Assistants within the teams
• Encourage teamwork within CD&DCT and the wider Operations Department
• Contribute to rota schedule and assigning of workloads to ensure sufficient resources are available
• Support other Seniors & Team Leaders by taking the lead when they are unavailable

Finance

• Supervise the daily reconciliation of paper outputs
• Monitor costs/spend relating to suppliers, ensuring completion of all spreadsheets e.g. Couriers, Stationery etc

Key Interfaces:

• Within COO – other Senior Assistants, Client Support Team, CS&I (Controls Team for FLOD)
• Within AL – All Banking Teams, IM Client Transitions, Operational Risk, Supplier Management, Business Support
• Externally – CASS (WearePay), relevant suppliers

Person Specification

Knowledge / Experience / Skills:

• Previous experience in Client Data/Back Office Role, preferably in a supervisory role in a comparable type & size of business
• Good understanding of the high net worth market in the UK and overseas and appropriate knowledge of the Regulatory environment
• A good understanding of relevant risk, compliance and business control aspects
• Effective written and verbal skills
• Able to multitask and prioritise both own and teams’ workloads/Queue’s
• Strong time management skills and works well under pressure
• Able to maintain a high level of confidentiality, diplomacy and discretion
• Ability to work in a team
• Confident with various banking systems
• Client Focus
• Developing Others
• Planning and Reviewing
• Judgement and Problem Solving
• Team Working
• Communication and Confidence

About Us

Life, Work and Benefits

At Arbuthnot Latham, we seek proactive individuals who embrace high standards and bring the energy needed to drive success. In return, you can thrive in a dynamic environment that values your innovative ideas and provides the stability and support for your personal and professional growth. Our human-scale ethos means that everyone is recognised as an individual, not just a number, creating a workplace where you truly belong and thrive.

As a service led, relationship driven bank, in-person collaboration and wellbeing are important to us and drives our inclusive culture. With this in mind we offer one day a week working from home.

• Competitive holiday allowance with the ability to buy / sell / rollover up to five days per year
• Pension via market leading provider
• 4x Life Assurance
• Discretionary Bonus
• Access to a suite of flexible benefits including Cycle to Work Scheme, Gym Scheme, Health Assessment, Season Ticket / Travel loans and Dental insurance as well as other discounts / vouchers

Data Privacy and Reasonable adjustments

We take keeping your data security seriously. For more detail on how we may keep your data please refer to our Privacy Notice

Reasonable adjustments : Please let us know of any adjustments or arrangements that you may need to help you apply to this role or that will help you during the recruitment process. If you wish to discuss any particular requirements or concerns you have because of a disability or medical condition please contact us at [e-mail]. Information you provide about any disability or medical condition will remain confidential unless it is necessary to disclose it to other members of staff or outside agencies to ensure the health and safety of yourself and others, or to implement the adjustments you require. In these circumstances we will first discuss with you how and to whom the information may be disclosed.