Working with us

JOB DESCRIPTION
Role Title: Trust Administrator

Reporting to: Senior Trust Manager
About the role
The purpose of this role is to take responsibility for a client portfolio and work alongside the Managers and Directors to assist them with all aspects of administration and client service in accordance with company policies and procedures.

The role will require regular interaction with staff at all levels across the Belasko Group along with clients and third-party service providers and advisors.
Key responsibilities include:
• Maintain secretarial and governance oversight and control for client entities;
• Maintain a high level of communication and interaction with clients and intermediaries as required;
• Maintain excellent client relationships;
• Assist with transactions undertaken by client entities whilst involving others where necessary;
• Organising, reviewing and occasionally preparing electronic and written banking instructions;
• Preparation and distribution of board packs for client entity board meetings where required;
• Attendance at client entity board meetings, drafting accurate minutes and standard form documentation;
• Ensure client requests and ad hoc queries are dealt with efficiently and in a timely manner;
• Take responsibility for ad-hoc projects as requested;
• Ensure legal, regulatory, secretarial and governance deadlines applying to client entities are met;
• Maintenance of statutory and systems records;
• Preparation of general letters and e-mails;
• Billing client entities;
• Arranging for bank accounts to be opened/closed;
• Completion of periodic and annual reviews;
• Ensuring bookkeeping records are up to date, in particular, that all monetary transactions are correctly reflected in client entity books on Navision;
• Contribute where appropriate to the oversight, control and development of policies, procedures and checklists relevant to the administration of client entities;
• Liaise with and maintain positive relationships with all intermediary firms whether they undertake work on the Belasko Group and/or its client entities or not;
• Identify opportunities to expand services to existing clients and new business opportunities;
• Assist with or compile packs regarding new business;
• Assist with mentoring and monitoring of trainee administrators and their workloads; and
• Helping other colleagues within the company with queries they may have on clients.

Qualifications & Experience:
• Relevant professional qualification/studying towards relevant qualification;
• At least 3-4 years’ trust and company experience;
• Understanding of local and international regulatory framework and good working knowledge of KYC and AML procedures;
• Familiarity with Outlook, Word and Excel Microsoft office applications; and
• Competent and confident in using on-line banking/payment systems.

Skills Required:
• Organisational and prioritisation skills;
• Common sense and problem solving skills;
• Attention to detail;
• Excellent interpersonal skills and communication skills with the ability to deal effectively with all levels of staff and management within the Belasko Group as well as clients and third-party service providers (where applicable);
• Commitment to best-in-class standards;
• Able to work independently;

• Integrity, honesty and professionalism;
• Be flexible with the specific requirements of the role;
• Enthusiasm to learn;
• Proactive, solution focused and self-sufficient; and
• Ability to achieve goals and deadlines.

Key responsibilities:

Client Administration

• Maintain secretarial, governance and transactional oversight and control of a cross section of client entities.
• Maintain a high level of communication and interaction with clients, investors and advisors as required.
• Maintain excellent client relationships.
• Drafting of minutes/resolutions for Client transactions.
• Review of Financial Statements.
• Oversee transactions undertaken by client entities whilst involving the Assistant Manager and/or Director where necessary.
• Assist in onboarding new client entities including collection of correct due diligence.
• Ensure client requests and ad hoc queries are dealt with efficiently and timeously.
• Take responsibility for ad-hoc projects as requested.
• Ensure secretarial and governance deadlines applying to client entities are met.
• Contribute where appropriate to the oversight, control and development of policies, procedures and checklists relevant to the administration of client entities.
• Review of organisation of board meetings and review &/or preparation of relevant client entity board meeting packs, attendance at meetings and drafting or review of accurate board minutes.
• Overseeing transactions through to completion.
• Review of statutory filings on the Guernsey Registry and UK Companies House.
• Dissolution of entities.
• Delegation of work to Junior Administrator (if applicable).
• Authorised Signatory responsibilities in due course (documentation and banking).
• Data Management System control – maintenance of NavOne records for clients.
• Client take on – including preparation and collation of AML, FATCA/CRS and Risk Matrix.
• Involvement in provision of trustee services to trusts.
• Liaison with client/Lawyers/Auditors/Directors/Banks/HMRC/Tax advisors/Suppliers.
• Review work prepared by peers or junior team members as appropriate.
• Payment Input / Cover.
• Monitoring payment e-mails and managing status.
• Liaison with clients for payment call-backs and funding requirements
• Responsibility for the supervision and training of relevant administration team members.
• Other tasks as necessary.

Fiduciary Function Management

• Participate in and contribute to Fiduciary Team meetings.
• Liaise with and maintain positive relationships with contact firms whether they undertake work on the Belasko Group and/or its client entities or not.
• Identify opportunities to expand services to existing clients and new business possibilities.

Qualifications, Skills & Experience

Required:

• Integrity, honesty and professionalism.
• Excellent interpersonal and communication skills with the ability to deal effectively with all levels of staff, management and shareholders within the Belasko Group as well as clients and third party service providers.
• Proactive, solution focused and self-sufficient.
• Deliver work of the highest standard with attention to detail.
• Ability to achieve goals and deadlines where operational considerations may compete.
• Be able to work both autonomously and as part of a team.
• General understanding of Guernsey company law and GFSC regulations.
• Understanding of general corporate principles.

Preferred:

• Hold or be studying for ICSA or STEP qualification.
• Familiarity with the Guernsey legal and regulatory environment and in particular the AML/CFT Handbooks.
• Use of different Data Management Systems.
• Internet banking/payment systems

Key responsibilities include:

Client Administration

• Maintain secretarial, governance and transactional oversight and control of a cross section of client entities.
• Maintain a high level of communication and interaction with clients, investors and advisors as required.
• Maintain excellent client relationships.
• Oversee transactions undertaken by client entities whilst involving the Manager and/or Director where necessary.
• Assist with onboarding new client entities including preparation and collation of CDD, FATCA/CRS and Risk Assessment. Ensure client requests and ad hoc queries are dealt with efficiently.
• Take responsibility for ad-hoc projects as requested.
• Ensure secretarial and governance deadlines applying to client entities are met.
• Contribute where appropriate to the oversight, control and development of policies, procedures and checklists relevant to the administration of client entities.
• Manage the organisation of board meetings and review and/or preparation of relevant client entity board meeting packs, attendance at meetings and drafting or review of accurate minutes.
• Overseeing transactions through to completion.
• Review of statutory filings on the Guernsey Registry and UK Companies House.
• Dissolution of entities.
• Training, management and delegation of work to team members.
• Authorised Signatory responsibilities (documentation and banking).
• Liaison with client/Lawyers/Auditors/Directors/Banks/HMRC/Tax advisors/Suppliers.
• Review work prepared by peers or junior team members as appropriate.
• Promote a risk management culture within the business by proactively highlighting areas where improvements could be made.
• Help facilitate accurate time keeping, billing and settlement of debt.
• Other tasks as necessary.

Fund Function Management

• Participate in and contribute to the Fund Team meetings.
• Liaise with and maintain positive relationships with contact firms whether they undertake work on the Belasko Group and/or its client entities or not.
• Identify opportunities to expand services to existing clients and new business opportunities.
• Responsible for the management of a team and external client relationship.
• Assist with the management of appraisals and ensure objectives are monitored. Provide regular feedback to individuals within the team both constructively and where expectations have not been met.

Qualifications & Experience:

• Experience working within Funds.
• It is not essential but applicants holding or studying towards a financial services qualification would be preferred.
• Familiarity with the Guernsey legal and regulatory environment and in particular the AML/CFT Handbook.
• General understanding of Guernsey company law and GFSC regulations.
• Understanding of general corporate principles.
• Familiarity with Outlook, Word and Excel Microsoft office applications.
• Use of different Data Management Systems.
• Internet banking/payment systems.

Skills Required:

• Integrity, honesty and professionalism.
• Excellent interpersonal and communication skills with the ability to deal effectively with all levels of staff, management and shareholders within the Belasko Group as well as clients and third-party service providers.
• Proactive, solution focused and self-sufficient.
• Deliver work of the highest standard with attention to detail.
• Ability to achieve goals and deadlines where operational considerations may compete.