Team Assistant

Job description

Role Title: Team Assistant

Business: GBM
New or Existing Role? New
Grade: GCB7

Role Purpose
· Delivering effective routine secretarial and administrative support
· Knowledge and understanding of processes and procedures
· Reactive, responding to requests
· Engaged team member, works collaboratively
· Basic knowledge of 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
· Provide information in response to enquiries (by phone, email etc) and action or redirect them appropriately
· Provide secretarial and administrative support eg first line support, administration, expenses, photocopying etc on instruction
· Arrange core services such as meeting rooms, routine travel, and couriers on instruction using knowledge of geography to support arrangements across multiple time zones
· Provide cover as appropriate, working collaboratively with other team members, ensuring phone line(s) are manned at all times
· Maintain appropriate filing/archiving and destruction and other secretarial systems in accordance with HSBC procedures and standards
· Provide cover for others in the team as requested
· Review and agree workload on a daily/weekly basis
· Compliance with HSBC policies, procedures and protocols
· Develop and maintain effective team and client relationships
· Respond to requests on a timely basis
· Deliver accurate and timely work (alerting Secretarial Team Leader to any conflicting deadlines)
· Research support as required and directed
· Use office technology eg MS Office, LN etc and internal systems
· Ad hoc duties as required by the business


Customers / Stakeholders

· Line/ Functional Manager
· Global Business Team


Leadership & Teamwork

· Engaged team member, works collaboratively

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
·  Exercise confidentiality, discretion and personal sensitivity in all aspects of the role
·  Respect and maintain confidentiality of HSBC, client and staff information

Teamwork
·  Work collaboratively but demonstrate ownership of assigned tasks
·  Seek and apply knowledge, learning from mistakes, sharing expertise and information as appropriate
·  Team player, readily offers assistance, and acts as a resource to others
·  Demonstrates enthusiasm and commitment to work/activities assigned

Client Relationships
·  Respond to client requests promptly, establishing trusted working relationships
·  Provide a polite and professional service to all clients, demonstrating interest in their needs/concerns
·  Promptly escalate problems with delivery of client requests

Business Awareness
·  Demonstrate willingness to improve business awareness and understanding
·  Appreciate that personal role contributes/impacts the business team
·  Support new joiners in acquiring basic business knowledge
·  Fully compliant with HSBC risk and compliance requirements and protocols


Planning, Organising & Delivery

·  Developing office skills, applying HSBC standard approaches and methodologies in all tasks/activities
Adaptable and flexible, able to cope with changing priorities at short notice
·  Good attention to detail
·  Undertake research as directed
·  Deliver on commitments to clients and team members

Communication
·  Responsive and professional telephone answering skills, can be relied upon to take accurate messages
·  Active listening skills
·  Respect the opinions of others and communicate with sensitivity
·  Select and use a variety of communication methods (email, phone, face/face etc)
·  Understand instructions and seek clarity and guidance when needed
·  Speak and write clearly and succinctly with appropriate attention to detail


Personal & Professional Behaviours

·  Co-ordinate with clients and team members to set realistic deadlines and provide regular status updates
·  Adopt a flexible approach to work parameters as required
·  Manage expectations of team where timescales of scope of delivery are an issue
·  Give own development priority
·  Follow best practice in ways of working and procedures followed
·  Some guidance required
·  Show a positive, "can do" attitude, willing to be accountable

Technical
·  Basic but sound MS Office skills, demonstrating sufficient technical knowledge to complete tasks/activities
·  Build and maintain proficiency of use of the HSBC standard suite of work solutions and relevant technical tools


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