Senior Administrator

Digital Media Innovations Canada; Worthing; On-site; GBP 35,000 - 52,000; Full time

Job summary

EQ Share Plan Services in the UK is seeking a Senior Administrator to support delivery of Executive and Discretionary share plan operations. You will work with the Premier Services team to ensure accurate, timely, and high-quality service delivery for high-profile clients.

The role requires strong numerical ability, attention to detail, and excellent communication with internal stakeholders, clients, and third-party providers.

Qualifications

• Self-motivated and proactive in a fast-paced environment.
• Strong organisational and time-management skills and ability to prioritise.
• Confident communicating with internal stakeholders, clients and colleagues.
• Strong verbal and written communication skills and attention to detail.
• Good numerical skills and ability to perform complex calculations.

Responsibilities

• Prepare trades using templates and client-specific requirements with timely execution.
• Prepare and issue post-trade client reports to meet bespoke client needs.
• Support settlement of Executive and Discretionary trades and related payments.
• Liaise with clients, payroll providers, brokers and registrars to coordinate settlements.
• Monitor workload to meet SLAs and escalate risks to delivery promptly.
• Work with brokers to ensure accurate stock delivery for high-value transactions.
• Complete complex manual calculations, including tax liabilities, on time.
• Respond to share plan queries from senior executives promptly and professionally.
• Coordinate trade instructions and foreign exchange contracts; issue contract notes.
• Rectify activity across platforms with EQX and IT to resolve reconciliation breaks.
• Prepare outgoing payroll files and ensure bespoke processes are followed.
• Ensure data integrity between core systems and address discrepancies.
• Monitor GBP and FX payments to clients, including reconciling funds.
• Investigate failed or rejected payments and arrange alternative payments.
• Investigate cash and stock reconciliation queries with Reconciliations teams.
• Provide information to support loss reporting and corrective actions.
• Monitor dividend dates and arrange provisions with internal teams.
• Onboard new clients and processes into the team.
• Escalate risks and incidents per the escalation policy.

Skills

Self-motivated

Organised

Time-management

Attention to detail

Job description

Management Level H

Management level H

EQ Share Plan Services - Operations

EQ is the UK's leading employee share plan provider, successfully managing the key events associated with approved and discretionary award- and option-based plans. Our core products include SAYE, SIP, GSPP, Executive and Discretionary plans, and Fund Management.

Employee share plans are recognised by issuers as a force for good, creating shareholder alignment, strengthening employee engagement and generating wealth for all. EQ's well-established Share Plans Operations team also delivers complementary services that meet participants' needs, including trading, settlement, nominee services, investment choices such as ISAs, and foreign exchange.

Executive Share Plan

The Premier Services team delivers share plan services to a high-profile customer base, ranging from Executive Board members to senior-level employees. Supporting approximately 69,000 participants with awards valued at around £6 billion, the team serves key decision-makers who expect consistently accurate, timely and high-quality service delivery.

Role Summary

As a Senior Administrator, you will undertake a range of activities to support the delivery of complex, high-profile Executive and Discretionary share plan operations. Working closely with colleagues across the wider Premier team, you will help ensure that all work is completed accurately, on time and in line with client expectations.

Core Duties/Responsibilities

• Prepare trades using established templates, incorporating client-specific requirements and ensuring timely execution in line with policy.
• Prepare and issue accurate post-trade client reports in accordance with each client's bespoke requirements.
• Support the settlement of Executive and Discretionary trades, including share allocations and payments to clients and participants.
• Liaise with clients, Client Relationship Managers, payroll providers, third-party brokers, registrars, trusts and internal teams to coordinate settlement instructions, monitor progress and resolve queries.
• Manage your workload to meet client SLAs and regulatory requirements, escalating any risk to delivery promptly to the Team Leader.
• Work closely with brokers to ensure stock is delivered accurately and in a controlled manner, recognising the high-value and high-profile nature of transactions.
• Complete complex manual calculations, including tax and liability calculations, accurately and within required timescales.
• Respond professionally and promptly to share plan queries from senior executives.
• Coordinate with internal teams to submit trade instructions, book foreign exchange contracts in EQ Pay and issue contract notes to participants.
• Complete rectification activity across multiple platforms and work with teams including EQX and IT to investigate reconciliation breaks and resolve them within agreed deadlines.
• Prepare and reconcile outgoing files for client payroll and HR teams, ensuring all bespoke processes are followed and related queries are resolved.
• Ensure data transferred between core operating systems is complete, accurate and timely, investigating reconciliation differences and duplicate payments where identified.
• Monitor GBP and foreign-currency tax and proceeds payments to clients and participants, including booking foreign exchange, maintaining beneficiary details in EQ Pay and reconciling dispatched funds.
• Investigate failed or rejected payments, obtain and validate bank details, and arrange onward or manual payments in line with policy.
• Investigate cash and stock reconciliation queries, working with Reconciliations, Custody Cash and CASS Oversight teams to resolve breaks and arrange required funding or stock provisions in line with CASS and COBS requirements.
• Provide timely information to support the reporting of operational losses and breaches, and contribute to corrective and preventive action activity where required.
• Monitor dividend record dates, ensure stock is received by the due date and arrange provisions with internal teams where required.
• Investigate dividend market claims, identify the relevant participant and prepare any required cheque or BACS payments.
• Support the successful onboarding of new clients, processes and services into the team.
• Maintain awareness of the EQ Escalation Policy and escalate risks, issues and incidents through the appropriate channels.
• Undertake other reasonable duties as requested by the leadership team.

Skills, Capabilities and Attributes

Self-motivated, proactive and able to use initiative while maintaining focus in a fast-paced environment. Strong organisational and time-management skills, with the ability to prioritise competing demands and meet deadlines. Confident communicating with internal stakeholders, clients and customers at all levels, with appropriate support and guidance. Strong verbal and written communication skills. Strong attention to detail and a consistent commitment to accuracy. Good numerical skills, with