Trainee Administrator, Family Office

Itchy Feet; Jersey Marine; On-site; GBP 18,000 - 24,000; Full time

Benefits offered by this job

Non-contributory pension

Private healthcare

Life insurance

Critical illness cover

Additional annual leave

Support for professionalQualifications

Job summary

Itchy Feet is seeking a Trainee Administrator to join their Client Handling team. This full-time role offers training across client administration for a diverse portfolio of family office clients, supporting the manager and team to deliver high-quality service.

You will gain hands-on experience in onboarding, documentation, meeting support, billing, and data control, while developing essential organisational and communication skills within a supportive environment.

Qualifications

• GCSEs or equivalent in English Language and Mathematics (C/4 or above).
• Willing to pursue STEP Foundation Certificate or Chartered Governance Institute Level 4.
• Office experience is advantageous but not required.
• Strong written and verbal English.
• Good time management and organisation.

Responsibilities

• Provide proactive support to the team to ensure excellent service delivery in line with industry standards, procedures, and guidelines.
• Maintain and update client documentation accurately.
• Assist with onboarding workflows for new client relationships.
• Prepare emails, letters, and other correspondence for review.
• Assist with board pack preparation and report circulation.
• Input time on timesheets and process payments with supporting documents.
• Support billing: sending and settling invoices.
• Maintain statutory books and records.
• Schedule client meetings and observe meetings as appropriate.
• Handle general administrative tasks: scanning, photocopying, couriers.
• Escalate CDD and risk concerns to management.

Skills

Excellent communication

Attention to detail

Time management

Team player

Willingness to learn

Education

GCSEs in English and Maths (C/4 or above)

Tools

Microsoft Office

Job description

Our client is seeking a Trainee Administrator to join their Client Handling team. In this full-time role, you will work within a welcoming and supportive environment, assisting with the administration of a diverse portfolio of family office clients. Your responsibilities will include supporting the manager and team with various tasks to ensure the delivery of high-quality service. You will receive training in all areas of client administration, providing a solid foundation for your career in this field.

Job Duties:

• Provide proactive support to the team to ensure excellent service delivery in line with industry standards, procedures, and guidelines.
• Maintain and update client documentation accurately.
• Take responsibility for personal development aligned with agreed performance objectives and development plans.
• Act as a role model and ambassador for the service standards, consistently embodying the core values of integrity, professionalism, and agility.
• Prepare basic general emails, covering letters, and other correspondence for review.
• Assist with board pack preparation, including producing reports and circulating materials.
• Review data and escalate necessary amendments to ensure data integrity.
• Support onboarding workflows for new client relationships.
• Assist with preparation of various checklists for review, including draw down, distributions, and investment checklists.
• Help schedule client meetings, prepare information, and observe meetings as appropriate.
• Maintain statutory books and records diligently.
• Mark up correspondence for filing and bookkeeping purposes.
• Draft basic minutes and resolutions, as well as support remediation from periodic review processes.
• Input daily time on timesheet and prepare payment instructions, including online banking systems, with supporting documents for respective clients.
• Monitor for receipt of funds and provide confirmation when received.
• Assist the team with the billing process, sending out invoices to clients and settling invoices as needed.
• Maintain a basic understanding of financial metrics relevant to the role.
• Perform general administrative tasks, including binding, scanning, photocopying, and arranging couriers.
• Manage tasks and diary effectively, updating team schedules, reports, and spreadsheets as required.
• Ensure accurate and timely saving of electronic correspondence.
• Request customer due diligence (CDD) documentation under supervision and escalate any concerns regarding CDD and risk to management.

Job Requirements:

• A good academic background, including GCSEs or equivalent in English Language and Mathematics with a minimum grade of C (Level 4).
• Willingness to pursue a relevant professional qualification (e.g., STEP Foundation Certificate in International Trust Management or Chartered Governance Institute Level 4).
• Previous office experience is advantageous but not essential.
• A solid working knowledge of Microsoft Office applications.
• Excellent communication skills, with strong written and verbal English.
• Drive and eagerness to learn and develop professionally.
• Highly accurate with a keen attention to detail.
• Good time management and organisation skills, with the ability to prioritise workloads effectively.
• A proactive, flexible team player.

What You'll Love:

Our client fosters a team environment characterised by integrity, professionalism, and agility. You will have access to a great benefits package, which includes a non-contributory pension scheme, private healthcare, life insurance, critical illness cover, and additional annual leave options. They also offer support for professional qualifications and ongoing development, creating a strong foundation for your career in financial services.