Operations Administrator



The Operations Administrator will undertake day to day scanning, indexing and retrieval of files, and undertake Facilities related administrative and practical duties in accordance with the various laws and regulations pertaining to the Group’s Guernsey regulatory licences.

The key responsibilities for the role are noted below and as an Operations Administrator you will also be expected to undertake any such duties that are deemed a reasonable requirement, for example, participating in any relevant projects that are related to the role.  In addition, you will be required to participate in business events organised for staff. 

Your Responsibilities

Client Records Management     

  • To prepare scan, index and verify internal documents received for scanning;

  • To receive, open, sort, scan and deliver the scanned post to the various departments in a timely manner;

  • To make the request ensure receipt/distribution of documents from archive in a timely manner;

  • Maintain and update the archiving and retrieval system;

  • Ensure scanning, indexing and verification of documents is conducted in a timely manner;

  • Liaise with colleagues in respect of the CRM duties;

Facilities Management

  • Assist with the preparation of the daily outgoing post/courier shipments;

  • Provide cover to deliver, collect and distribute internal and external items as required;

  • Provide support with the administration of business continuity documentation;

  • May perform minor internal premises maintenance and liaise with third party suppliers as and when necessary;

  • Provide cover to remain onsite during pre-planned maintenance works (overtime as required including weekends);

  • Assist with the coordination of office reorganisation exercises (overtime as required, including weekends);

  • Assist with the on-boarding/off-boarding procedures;

  • Act as a First Aider and Fire Marshal;

  • Provide cover for emergency “key holder” call outs;

  • Support Cotag administration and enquiries/faults (secure door access system);

  • To be a point of contact in respect of general office stationery supplies;

  • Ensure that the office demise is kept tidy, clean and is a safe environment at all times. Carry out regular tidy up duties in filing rooms, kitchens and stationery units;

Additional Responsibilities

  • Drive personal development using all the resources available to achieve success;

  • Engage fully with performance reviews and appraisals providing feedback in a constructive manner throughout the year and, specifically, during Annual Appraisal time;

  • Support good relations between management and staff by demonstrating a strong communication ethos;

  • Ensure scanning/archiving procedures are followed and implemented in accordance with business procedures and local legislation;

  • To the extent required by your role, adhere with all relevant regulatory requirements as noted in the Intertrust Guernsey Corporate Governance Charter, as amended from time to time;

  • Ensure that both the Intertrust internal procedures as well as the Guernsey anti-money laundering and terrorist financing regulations are complied with to the extent required by your role, especially in respect of the reporting of suspicious activity or transactions, client due diligence and record keeping;

  • Maintain awareness of all Group staff policies and procedures, as outlined in the Staff Handbook and people policy documentation as well as demonstrating professional standards at all times;

Your profile   

  • Prior relevant experience gained in regulated professional services;

  • Must be able to demonstrate sound time management and organisational skills;

  • Must be competent in the ability to use computers and related technology/applications;

  • Physically capable to carry out manual tasks;

  • Full clean driving licence (manual/automatic).

About Intertrust Group

Intertrust Group is a global leader in providing tech-enabled corporate and fund solutions to clients operating and investing in the international business environment. We have over 4,000 employees across 30 jurisdictions in Europe, the Americas, Asia Pacific and the Middle-East. Together as a team we deliver high-quality, tailored fund, corporate, capital market and private wealth services to our clients, with a view to building long-term relationships.

What we offer you

Working at Intertrust means entering a dynamic, international and growth-oriented company. We provide you with outstanding opportunities for your professional and personal development through our local and global Intertrust Academies. Our International Mobility program enables talented employees to gain working experience abroad. We offer a competitive salary and benefits, commensurate with your qualifications and experience.

Apply now

Interested? We’d love to hear from you! Please apply directly via our career page with your CV and optional Cover Letter. For more information about this position, please contact Human Resources via maureen.mclellan@intertrustgroup.com

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