Manager (Private Client)

Purpose of the job

To provide professional trust and company administration services to a varied portfolio of clients within the Private Client department. At all times to comply with the Policies and Procedures of Ocorian to ensure smooth operation of the department and the provision of professional and high-quality service to clients and their advisers.

Main Responsibilities:

Administration Responsibilities

• To administer a portfolio of more complex, demanding and/or high-risk trusts, companies and other entities to ensure all activities fall within statutory requirements and governing documents.
• To provide support to Associates and Senior Associates enabling them to administer a portfolio of trusts, companies or other entities.
• To ensure the tax status of entities is observed with the timely completion of tax returns and the payment of any notified tax liability.
• To deal with incoming correspondence expeditiously. Reference should be made to the relevant Associate Director/Director if the demands of the correspondence exceed capabilities.
• To prepare detailed attendance notes of any telephone communication and ensure they are retained on client files and circulated to relevant staff members
• When required, to prepare minutes and other meeting documents.
• To take responsibility for being the immediate point of contact in client relationships.
• To oversee the maintenance of the accounting records and preparation of annual accounts where this forms part of the services provided by Ocorian through effective liaison with the Client Accounting Solutions team.
• Timely management to the billing process, reviewing billing summaries and draft invoices where appropriate, at established frequencies and to discuss these with the Director prior to processing. 
• To ensure that database records are input on formation/establishment (including any statutory registers or other records) and updated when circumstances change.
• To monitor the aged debt position of matters under administration and for the team under supervision and to liaise with the Finance Department and Directors to ensure that control is maintained in managing the value and length of aged debts.
• To ensure that periodic reviews of clients' matters are undertaken in accordance with the timetable set by the business.
• During periods of leave, to ensure that colleagues and Directors are fully briefed on any anticipated activities which may arise and that adequate resources are available in the team to maintain a high standard of service to clients.
• To manage risk exposure by ensuring Risk/Review procedures are followed at all times and be aware of the need for professional advice.  Have a good understanding of local Regulatory matters. Monitor the risk profile of matters under administration and ensure that high risk matters receive the appropriate level of attention and monitoring.  Escalating any issues arising promptly to other members of the management team and Directors as appropriate.
• To take responsibility for situations where team members or management may require assistance in relation to client relationships and attend meetings with clients and other professional advisers.
• To act as an authorised signatory in accordance with the Ocorian Policy & Procedures.

General Management Responsibilities

• To participate in and contribute to departmental management meetings and implement decisions taken or carry out any function/activity reasonably required by the Directors/Delegate of Ocorian
• To manage the flow of new business, liaising with Directors and Business Development to ensure appropriate allocation and apportionment of new business or tasks to team members with the suitable skills and experience.
• To take an active role in projects within the department to enhance client delivery and increased efficiently of the business.
• To carry out any reasonable function/activity required by the Management team or Directors from time to time.
• To mentor and support the team with the administration of their clients.
• To work with the management team to develop and implement business strategies to support the growth and expansion of Ocorian.

People Management Responsibilities

• Where required to effectively manage the operation of a team of Associates/Senior Associates to ensure a positive and expeditious approach to all client work.
• In addition, Managers will take an active role in recruitment, annual staff appraisals, manage absence and handle disciplinary and performance issues with support and guidance from HR