Personal Assistant

Location:Greater London
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Role Title: Personal Assistant

Business: Risk Management

New or Existing Role? New
Grade: GCB6
Role Purpose

The Personal Assistant is responsible for providing dedicated, senior administrative and secretarial support within Risk Strategy to the Head of Group Risk Economics, Global Head of Independent Model Review and Europe & MENA Head of Model Risk Management and their associated teams. The Personal Assistant completes operational and administrative duties, ensuring timely completion and compliance with established internal standards. This includes being responsible for on-boarding new staff (equipment, access etc).

The Personal Assistant handles the daily calls and inquiries of their managers or departments and responds independently to routine issues and questions. Responsible for calendar and meeting invites including preparing and printing materials in advance and arranging rooms and video conference facilities– this includes co-ordinating several Global monthly Forums. This role serves as a liaison with others within and outside the company handling activities such as event planning, travel arrangements and project follow up. Finally, the candidate must have a ‘can do’ attitude.

Key Accountabilities

Impact on Business

  • Perform standard, advanced, and sometimes confidential secretarial and general office duties including transcription and record and file maintenance.
  • Produce letters, reports, presentations, forms and schedules, utilising various PC-based software packages.
  • Screen and handle the daily calls and inquiries of the manager, responding independently to routine issues and questions.
  • Assist with monthly/yearly processing of information received from business units and departments.
  • Maintain appointment calendar and schedule meetings and travel arrangements, assisting in event planning where needed.
  • Be responsible for supplies and arranging maintenance of office equipment.
  • Assist in the preparation and control of records, statistics and reports regarding operational, financial, and personnel changes, while maintaining confidentiality.

Customers / Stakeholders

  • Risk Strategy and associated team.

Leadership & Teamwork

  • Provide cover for peer colleagues and deputise for senior colleagues.
  • Build positive relationships with the immediate and wider Strategy & Planning team.
  • Observe HSBC values in everyday work.

Operational Effectiveness & Control

  • Implement good planning and resource forecasting techniques.
  • Check and correct problems that are not immediately evident in existing systems or processes.
  • Understands and adheres to established policies and procedures in own area and team.
Major Challenges

The role holder will be continually:

  • Ability to handle and prioritise large volumes of work.
  • Dealing with changing priorities and arrangements.
  • Dealing assertively but sensitively with internal and external customers’ demands and conflicts.
  • Exposed to highly confidential information.
Role Context
  • The role is located in Global Risk Strategy and has global reach owing to the department’s responsibilities. The nature of the role requires close working contact with executives across the Group & Regionally both cross-borders & across multiple functions and customer groups to interface with Senior Management.

  • This role will require the individual to assume a proactive, collaborative role across the Risk Strategy areas and the business partners to ensure on-going support of an operationally “excellent” organisation.

  • The jobholder will be expected to be proactive in ensuring that all administrative and scheduling matters run smoothly within broad guidance provided and must be able to support constantly changing priorities and arrangements in a global environment.
Role Dimensions
Budget Control
  • This role has no budgetary responsibility.

    Line Management
  • This role has no line management responsibility but may supervise the work of junior staff.

    Functional Management
  • This role has no functional management responsibility
Management of Risk
  • The jobholder will also continually reassess the operational risks associated with the role and inherent in the business, taking account of changing economic or market conditions, legal and regulatory requirements, operating procedures and practices, management restructurings, and the impact of new technology.

  • This will be achieved by ensuring all actions take account of the likelihood of operational risk occurring. Also by addressing any areas of concern in conjunction with line management and/or the appropriate department.

Observation of Internal Controls

  • The jobholder will also adhere to and be able to demonstrate adherence to internal controls. This will be achieved by adherence to all relevant procedures, keeping appropriate records and, where appropriate, by the timely implementation of internal and external audit points, including issues raised by external regulators.
  • The jobholder will implement the Group compliance policy by containing compliance risk in liaison with Global Head of Compliance, Global Compliance Officer, Area Compliance Officer or Local Compliance Officer. The term ‘compliance’ embraces all relevant financial services laws, rules and codes with which the business has to comply.

  • This will be achieved by adhering to all relevant processes/procedures and by liaising with Compliance department about new business initiatives at the earliest opportunity. Also and when applicable, by ensuring adequate resources are in place and training is provided, fostering a compliance culture and optimising relations with regulators.