Personal Assistant

Job description

Role Title: Personal Assistant

Business: Global Banking

New or Existing Role? New

Grade: GCB6


Role Purpose


· Delivering effective comprehensive secretarial and administrative support to Senior Coverage and Strategic Advisory Bankers/ManCom/MD/D and others
Effective and engaged team member
Proactive in planning/organising own workload with limited guidance/supervision
Good working knowledge of the business area and of bank

Key Accountabilities

Impact on Business

· Receive, record, file and/or distribute correspondence appropriately
· Prepare and format documents as requested, according to established standards and branding guidelines
· Dealing with all tasks in a timely and efficient manner eg drafting correspondence, diary, travel, expenses.
· Responsive and professional telephone answering skills (clear and articulate communicator) Ability to record detailed and accurate messages
· Take ownership of basic enquiries resolving, escalating or identifying alternative contacts as appropriate
· Update diary arrangements, disseminating the information as necessary, to ensure the diary is accurate and up to date. Ability to multi-task and prioritise/re-prioritise
· Co-ordinate arrangements (eg travel, meetings, couriers) ensuring all related bookings/paperwork are completed and communicated using knowledge of geography to support arrangements across multiple time zones
· Anticipate and organise documents on a frequent and proactive basis, eg papers for meetings and travel requirements such as currency, tickets and visas
· Review and agree workload on a weekly or more infrequent basis as appropriate
· Provide cover as appropriate, working collaboratively with other team members
· Use HSBC systems for dealing with invoices, completing expense claims, maintaining client information etc
· Actively share knowledge with others
· Compliance with HSBC policies, procedures and protocols, maintaining internal control standards
· Build and maintain effective team and client relationships
· Ensure deadlines are met through management of own time, delivering accurate and timely work (alerting Secretarial Team Leader/Banker to any conflicting deadlines)
· Consistently demonstrate a willingness to own/tackle problems as they arise and ability to identify issues for upward referral
· Awareness of risk and business impact of actions eg, to accrue cost effective benefits indirectly to the bank eg travel arrangements and room bookings (cancelling when not required etc to reduce costs)
· Demonstrating ability and confidence to take responsibility for individual projects (eg preparation, collation and distribution of information as appropriate)
· Adapt working style in response to that of bankers(s), their role/objectives
· Filing archiving and destruction as requested
· Ad hoc duties as required by the business


Customers / Stakeholders

· Line/ Functional Manager
· Global Business Team


Leadership & Teamwork

· Effective and engaged team member

Operational Effectiveness & Control

· Understand and ensure compliance with, all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which the jobholder is involved.'

Management of Risk

· Is aware of the Operational Risk scenario associated with the role and acts in a manner that takes account of operational risk considerations.

Observation of Internal Controls

· Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators.
· Understands, follows and demonstrates compliance with all relevant internal and external rules, regulations and procedures that apply to the conduct of the business in which the jobholder is involved, specifically Internal Controls and any Compliance policy including, inter alia, the Group Compliance policy.

Desired profile

Qualifications :

Knowledge & Experience / Qualifications

People
·  Good interpersonal skills. Able to exercise confidentiality, discretion and personal sensitivity in all aspects of
·  the role
·  Show empathy and sensitivity to others, knowing when/where to seek support and when to escalate

Teamwork
·  Work collaboratively, demonstrating initiative and ownership of tasks and issues
·  Demonstrate commitment to continuous performance improvement, sharing expertise and information with others
·  A strong team player, proactively offering assistance , providing cover and support for others in the team as
·  need arises
·  Demonstrate enthusiasm and commitment to tasks/activities assigned

Client Relationships

·  Build internal and external networks to support development of client skills/client handling
·  Manage difficult/challenging situations while maintaining effective relationships. Keep client informed of progress/issues in real time
·  Address delivery problems before they become issues, escalating as necessary

Business Awareness

·  Developing, good working knowledge of the business
·  Demonstrate understanding of how personal role contributes/impacts the business team and secretarial team
·  Support new joiners in acquiring basic business knowledge and in overall induction
·  Fully compliant with HSBC risk and compliance requirements and protocols
·  Planning, Organising and Delivery
·  Good organisational skills. Support project delivery with discrete pieces of work
·  Efficient and productive, able to undertake substantial workload without sacrificing quality, showing strong attention to detail and accuracy
·  Conduct accurate research in an organised manner
·  Consistently deliver on commitments to clients and team members

Communication
·  Good communication skills
·  Active listening skills
·  Respects the opinions of others and communicates with sensitivity
·  Select and use communication methods/tools appropriately

Personal and Professional Behaviours

·  Demonstrating high standards of professionalism/collegiate behaviour
·  Adopt a flexible approach to work parameters as required (frequent work outside of core hours and/or 24/7 contact with banker via Blackberry)
·  Adaptable, confident and open to change and able to ‘think on their feet' and work under pressure
·  Give own development priority, actively seeking feedback and striving for continuous improvement
·  Proactively look for ways to add value to tasks and actions them
·  Minimal guidance required
·  Exercise personal responsibility for completing assigned tasks to deadlines

Technical
·  Good MS Office and LN experience
·  Familiar with HSBC software required for role

As a business operating in markets all around the world, we believe diversity brings benefits for our customers, our business and our people. This is why HSBC is committed to being an inclusive employer and encourages applications from all suitably qualified applicants irrespective of background, circumstances, age, disability, gender identity, ethnicity, religion or belief and sexual orientation.

We want everyone to be able to fulfil their potential which is why we provide a range of flexible working arrangements and family friendly policies.


https://www.hsbc.co.uk/1/2/popups/uk-privacy-statement#/ overview