67 Full time, Admin / Secretarial / PA jobs in Darvel, East Ayrshire

Job Overview

We are seeking a Workflow Coordination Officer to join our Risk & Compliance department in Glasgow. We are looking for reliable, organised candidates with strong analytical skills and attention to detail. The ideal candidate would enjoy working in a dynamic international environment and getting exposure to major business transactions.

Our Workflow Coordination Officer play a crucial role in new business intake and overall support the firm in applying the standards of risk-based culture. In particular, this role involves managing a departmental mailbox, where we receive, assess and coordinate upwards of 500 internal business requests per day ensuring these queries are directed to the correct teams (both inside and outside our department) and prioritised accordingly.

Core Working Hours:

• Monday to Friday
• 37.5 hours per week
• Working as part of a rotational shift pattern between 7:00 AM and 5:30 PM

Main responsibilities

• Stakeholder management: First point of contact for all risk and compliance related queries and new business requests via email and telephone, acting as liaison between Risk and Compliance Teams and the wider business to manage expectations and meet client SLAs, assisting with compliance related queries and ensuring the interests of the firm are protected.
• Mailbox management: Managing both the global Compliance Team mailbox (accurately assessing incoming mail (500+ emails per day) and categorising it into 200+ categories) and the team mailbox (triaging 150+ emails per day).
• New business intake: Working closely with the Conflicts and Risk teams and other Risk & Compliance team members to support the new business intake process, assessing and coordinating new business requests with varying levels of complexity and across a range of sectors, practices, and jurisdictions, including preliminary identification of sanctions issues.
• Workflow coordination: Triaging incoming workflow to 7 teams within the department according to their level of expertise, capacity and familiarity.
• Mitigating risk: Maintaining knowledge in relation to sanctions/high risk factors and having an understanding and keen awareness of the AML/ABC procedures.
• Client matter lifecycle: Advising the wider department and business users in relation to client matter lifecycle processes and protocols, ensuring adherence with risk and compliance policies.
• System experts: Advising the business and also Compliance Team members on procedural and system issues as and when they arise, identifying and diagnosing system issues and problems, resolving where possible or escalating to IT specialists where required.
• Training: Delivering system training to the department, support functions, or wider business as required.
• Reporting: Running client and matter reports when required by senior members of the department or the wider business.
• Meticulousness: Consistently maintaining a high level of attention to detail and working efficiently throughout busy periods.
• Firm values: Upholding the firm values and working in compliance with regulations to maintain confidentiality. Project work: Supporting the team and management on various tasks and projects as required

Essential skills and experience

• Exceptional eye for detail, strong proofreading skills, able to spot errors and inconsistencies.
• Excellent analytical skills, with ability to quickly identify and analyse complex issues and provide practical solutions.
• Strong communication skills, dealing confidently, competently, and diplomatically with internal clients worldwide, providing clear instructions.
• Methodical and organised approach to work and strong prioritisation skills, with ability to work efficiently under pressure, prioritise and deliver work to a consistently high standard and to deadlines.
• Ability to make decisions and remain calm while under pressure, particularly when dealing with challenging situations.
• Ability to manage competing priorities effectively and independently.
• Strong commitment to excellent internal client/customer facing service, being professional in outlook and attitude.
• Excellent organisational and time management abilities.
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to work as part of an international multicultural environment.
• Discreet and professional when dealing with confidential or sensitive information.

About Ashurst:

Ashurst is a leading progressive global law firm with a rich history spanning more than 200 years. We are proud of our history and are future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law.

In order to comply with regulatory and client requirements, Ashurst will undertake appropriate vetting of staff. When applicants accept a job offer, Ashurst, alongside a specialist provider, will undertake professional verification and background checks. These checks are only undertaken with consent, and in accordance with our legal and regulatory obligations.