JOB DESCRIPTION
Job Title
Client Documentation Officer
Reporting To
Manager, Client Documentation
Department/Location
Operations /Client Documentation Department, Jersey
Designated Backup
Manager, Client Documentation
Main Purpose
The Client Documentation Administrator is responsible for providing efficient and accurate administration of client accounts on a secure database, assist with the client external mailing and maintain both SeCli and Documentum. The Client Documentation Officer is also responsible for providing Treasury and Operations support as well as providing support for Private Banking and the Accounts Department.
Back-up Function To cover or support for Private Banking Administrators, and Reception during absence and busy periods.
Duties & Responsibilities
Operations
◦ Accurately process Treasury trades received from Groupin a timely manner following the correct UBP procedure.
◦ Accurately Input private banking payments and private banking FX transactions in a timely manner following the correct UBP procedure
◦ Accurately input journal entries for the Accounts Department in a timely manner following the correct UBP procedure
◦ Accurately Input SWIFT messages in a timely manner following the correct UBP procedure
Client Documentation
◦ Production of management information confirming the volume of Client Documentation work undertaken
◦ Assist in maintaining the internal scanning solution in the Documentum system relating to all base client files (this directly impacts on all Referral Officers (ROs) in the Branch through Portail Gerant)
◦ Assist with maintaining and enhancing the working knowledge of the Portail system to assist and support the ROs in any client queries and to provide timely response and assistance
◦ Assist in the completion of a review of both the SeCli and Documentum systems independently of each other to ensure accuracy and reduce any potential risks to the Bank from inaccurate information
◦ Accurately opening and close client accounts into the UBP secure database “SeCli” in a timely manner following the correct UBP procedure
◦ Make any relevant amendments to all client information once instructed by the clients and approved by relevant internal persons
◦ Set up all clients who require access to their accounts through the banks internet system “Cont@ct” and support the clients with any access problems
◦ Open and close any additional currency accounts on the UBP systems and if relevant amend any interest rates
◦ The monitoring and mailing of all client advices, statements and portfolio valuations on a daily basis
◦ Provision of reports for clients with “hold mail” status
◦ Monitoring of daily reports detailing any amendments to client accounts
◦ Ensure all client accounts are documented correctly within the various UBP systems Learning of new account opening system, Appway,
Client Service/General
◦ Deal with internal and external stakeholder requests positively and be proactive in providing excellent client service.
◦ Identify and escalate any areas of improvement that could be made in the Operations team to the relevant person
◦ Participate in any learning opportunities as well as mandatory training to support own personal development
◦ Respond to change initiatives positively, and support ongoing process transformation
◦ To assist with new or existing projects
◦
Competencies
◦ Good understanding of banking operations at all levels or willingness to learn
◦ Knowledge of the secure SeCli systems or willingness to learn
◦ Knowledge of the Appway system or willingness to learn
◦ Good working knowledge of a client base
◦ Good communications skills
◦ Attention to detail
◦ Ability to work accurately yet adhering to strict deadlines
Signed Signed
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