Emily Coburn

My current role started off very varied as the team is always changing so I have had to adapt to this.

Know Your Client & Politically Exposed Person Reporting

• Running a monthly report to flag any new PEP's within the business
• Reaching out to clients for further information about the PEP's to send on to our Financial Crime team
• Picking up daily emails from clients to lift restrictions on their clients account when required, after checking this with our Financial Crime team

Scorecard Reporting

• Requesting data from different teams across the business each month
• Cleansing the data within Excel as and when it comes in and flagging any errors to the teams
• Updating Excel checklists, chasing the teams that have not yet sent the data as we have to adhere to deadlines
• Uploading the data and communicating with a team in Chennai in order to have the data uploaded correctly
• Running the data and checking figures against the original data to ensure that this is correct
• Running a commentary file from the system and sending this out to the relevant teams to provide comments for any issues within the Scorecard for that month
• Formatting the Scorecards in Nitro Pro
• Chasing the teams for the commentary in order to hit the deadline
• Editing and uploading the commentary, communicating this again to the Chennai team to upload the comments to the relevant Scorecards
• Uploading all final versions of the Scorecards to SharePoint and sending out an email to the relevant Relationship Managers to let them know that this months Scorecards are now available
• Communicating any questions from the Relationship Manager to the relevant teams, ensuring all issues are dealt with in a timely manner

Key Performance Indicator Reporting

• Preparing a master spreadsheet, adding the month we are working on ready to send out to the relevant teams to collect the KPI data
• Emailing out to all teams to request the KPI data and stating the deadline for that month
• Adding the data to the master spreadsheet for each client within Excel as and when it comes in and flagging any errors to the teams
• Sending a reminder to all teams that have not yet sent the data, to ensure I have time to edit it before the deadline
• Checking that all data reads correctly, then drafting an email to the Relationship Managers for each client with the KPI data, flagging any issues
• Sending out the above email, and answering any questions about the data as and when received

Business Continuity

• Attending weekly meetings to discuss the current part of the Business Impact Analysis that we are working on
• Going between our BC team and my managers Billing team in order to update the system with the correct information on how to work and recover in certain situations
• Keeping the system updated with procedures and key processing periods to be flagged in the case of an emergency loss or breaches of systems/working stations

• This role is very similar to my previous role as Investment Operations Administrator, but with a lot more responsibility as I now manage the team
• The role requires strong time management skills as deadlines have to be met daily, also organising the daily workload and helping out on other parts of the team when needed
• I run weekly reports and also answer any queries the team or other teams within the business have
• I also provide cross-training to all members of the team and implement/update team procedures as and when needed
• Allocating work out across the team each day
• Attending to a high demand of messages in the team inbox throughout the day
• Sorting through emails and forwarding them onto certain team members
• Running progress reports throughout the day to ensure team members are hitting daily targets
• Supporting the team throughout the day with queries
• Running and completing various reports needed for client data upkeep
• Attending meetings to address any issues that week
• Arranging meetings with the team at the end of the week to address any upcoming events or issues
• Keeping up to date with daily and weekly tasks ensuring everything is done correctly and efficiently
• Checking each team members work, marking it and sending feedback if it is incorrect
• Approving payments and movements between clients
• Checking through the systems to ensure no tasks have missed their service level agreement
• Speaking with our custodian daily to approve movements and attend to any issues we experience with the system
• Keeping informational spreadsheets up to date for the team to work off

• Organising with my team which tasks each of us are taking on and allocating them out, also picking tasks up from the queue throughout the day
• Creating New Cases in EOS and Intelligent Office, also completing client Top-Ups updating client details
• Redirecting client money or Withdrawing client money, preparing a file for when the movements settle
• Working on Finance and preparing the bank statement for the day, matching cheques and processing client and third party BACs payments allocating the funds to the correct portfolios
• Processing client cheques and ISA cheques from third parties, updating the system and creating expectations to be matched when the funds appear on the bank statement
• Sending ISA Transfer Requests to third parties, chasing them up and also chasing ISA Declarations once funds are received
• Opening the daily post for our team, logging it, scanning documents on and setting off workflows for members of the team to pick up
• Moving small balances on portfolios to the cash element or paying out to clients and third parties depending on the circumstances
• Dealing with ISA rejections, notifying the adviser and fixing underlying issues preventing ISA transfers in
• Checking funds have invested after 2 weeks and then after 2 months to ensure the process has been completed and the clients' money is now investing
• Completing and changes in static data, checking the clients signature and sending out confirmation letters
• Reconciling the settlements for the week, checking they have moved without any problems and if so having the problems rectified
• Paying funds out to the clients, and writing out confirmation letters
• Replying to Letters of Authority from third parties with the information required and creating valuations
• Acknowledging the receipt of Death Certificates and Grant of Probate and updating the systems when required, also generating Probate Valuations
• Writing out to clients 4 weeks after they have signed up to ensure they invest the amount proposed with us in the Completion Letter
• Processing Power of Attorneys and updating the system to reflect this
• Reconciling the cheques from the post and ensuring all information is correct before taking the cheque book to the bank

• Taking on a different task each day as part of the team, and inputting the work allocated such as new clients, new ISAs/JISAs, deceased clients, leavers, general amendments and change of address and bank
• Working with the client accounts team to process the daily amendments they send through with separate trays to separate urgent from non-urgent and in putting them on time
• Checking a different email folder for clients moving from main account to a dummy ISA account and inputting this in between my daily role
• Taking any allocated urgent amendments and inputting them as soon as possible, fitting them in between the daily roles I am fulfilling
• Quality checking amendments to pass on to team members, also calling fund managers and their assistants to collate the correct back up in order to make the amendment
• Working with the South African employees to amend any leavers, currency changes an also creating new South African clients
• Updating different logs on excel when doing daily tasks to keep a record of what has been said and what amendments we are awaiting back up for
• Printing off amendments and allocating them to different members of the team
• Taking on the role of my managers job when all senior members of the team are out of office
• Helping out the other side of the team to check amendments once they have been put onto the system when they are busy

• Taking inbound calls from customers with queries about their pensions
• Photocopying, printing, scanning documents when relevant
• Working within a team to hit targets each month
• Creating relevant work types and sending them through to admin to deal with any requests
• Working on a BANCs system to view customer information

• Answering calls throughout the day and answering queries
• Writing letters to parents regarding attendance/fees/events
• Being available on the front desk of reception to greet various people (after seeing identification and signing them in)
• Taking money from parents and issuing change for a number of fees (dinner money, school trips etc)
• Keeping a punctuality log throughout the morning and also an absence log
• General office ad hoc

• Creating finished goods and grey tray shipments as and when required on SAP and Auto store systems
• Printing factory and product labels when requested
• Looking at the error logs and correcting any mishaps when creating shipments or scanning products in
• Creating a weekly plan for the Warehouse team to follow each week and specifying when shipments and collections are needed
• Entering data in to reports daily to keep other sites up to date on what is happening at Aintree
• Working with other sites via email and phone to ensure everything is on track

• Responsible for producing job adverts and collating recruitment applications
• Liaising with Team Managers in relation to candidate selection and arranging interviews
• Acting as HR Representative at interviews
• Involved in running assessment centres for candidates
• Responsible for the allocation of recruitment offer/regret letters and all contractual documentation
• Responsible for sending Absence Review Meeting letters, Grievance letters and bereavement letters/flowers
• Responsible for all new starter/leaver personnel files and all procedural documentation
• Responsible for generating employee/Tenancy/Other employee references
• Responsible for all other HR ad hoc tasks together with answering staff queries
• Collating data from site briefs, putting data into tables to show results and writing up Q&A reports
• Employee Absence Correspondence letters
• Working along with the company Charity Committee to control Employee Give As You Earn programme and arrange donations and presentations with chosen charities
• Creating training documents as and when required
• Fulfilling all Health and Safety requirements when going down to the shop floor to take relevant pictures for training products
• Completed a presentation to employees for induction on ‘going Google'
• Helping OH Staff with a data cleanse on employee Health and Wellbeing files