Senior Administrator – Fund Services

ROLE OVERVIEWPURPOSE OF JOB

The role holder will contribute to the team, providing administrative and company secretarial support for service delivery to Jersey Collective Investment Funds, unclassified and recognized Fund structures under the supervision of the line manager. You will develop and demonstrate a clear understanding of each client’s portfolio, including risk awareness, relationship management and contractual and statutory obligations.

The role holder will be responsible for all aspects of Company Secretarial and Corporate Governance support including arrangements for and attendance at board, committee and shareholder meetings, preparing and filing documentation in relation to regulatory compliance and statutory returns, quarterly corporate governance reporting to Boards, and regulatory announcements. There will also be the opportunity to provide support to special projects such as Fund rationalisations, corporate actions and mergers.

MAIN RESPONSIBILITIES AND DUTIES

• Schedule, prepare agendas for, and attend and minute board, committee and shareholder meetings
• Draft board papers, assemble board packs and ensure distribution to client boards.
• Provide review and comment on corporate documentation as required by the client and in conjunction with other advisors.
• Assist with the drafting and review of the corporate governance section of annual and bi-annual reports in conjunction with fund accountants and advisors.
• Draft other company materials including announcements and statutory filings, as appropriate.
• Review client structures, complete review processes for client entities, remain aware of risk exposure, including the fulfilment of responsibilities under the review procedures.
• Maintain accurate and up to date records of client entities, ensuring all statutory obligations are complied with.
• Assist and support junior members of the team within the business.
• Keep clients’ records up to date and ensure all statutory registers are maintained.
• Receive, monitor and keep up to date with constitutional, regulatory and listing requirements as applicable to individual clients corporate calendars.
• Take responsibility for various other aspects of our service offering, keeping up to date with best practice and helping disseminate the same to the wider team, undertaking office administration including billing and project work, as appropriate.
• Deal with correspondence, the collating of relevant information and writing of reports, ensuring decisions made or action points agreed are communicated to the relevant parties and completed within timescales set and agreed.
• Provide contribution to meeting discussions, as and when required.
• Liaising with external regulators and advisers, such as custodians, investment managers, lawyers and auditors.
• Assist with the production, where necessary, of relevant policies and procedures including the development of a knowledge bank.
• Manage own billing and cash collection / debtors process, have an awareness of recoverability and work in an efficient manner so as to minimise write-offs.
• Remain aware of the obligations for the reporting of unusual transactions and act as a guide to the Department in this respect.
• Adhere to Risk & Associate Compliance procedures in relation to regulatory requirements and AML legislation.
• Adhere to CPD requirements in accordance with qualification level and in-house procedures.
• Adhere to the JTC core values and expected behaviours.
• Any other duties as deemed necessary by Management.

 ESSENTIAL REQUIREMENTS

• Candidates will hold a minimum of three years’ experience in a similar role, preferably (although not essential) with experience of listed Fund structures within Jersey.
• A good understanding of risk awareness, relationship management, contractual and statutory regulations is required.
• Competence in written and verbal communication with high level accuracy is required.
• Ideally currently studying or looking towards studying a relevant professional qualification.
• Understanding of relevant Jersey fund and company law and JFSC regulatory requirements (although not essential).
• Experience with Board support, minute taking, and statutory compliance.
• Strong organisation, attention to detail, and time management.
• Discretion and professionalism regarding confidential matters.
• Proficient IT skills (MS Office, Diligent Boardbooks, or similar governance software).
• Ability to work independently and as part of a team.

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.