Personal Assistant
Glasgow, Scotland, United Kingdom Full-time Posted 1 week ago
The Vacancy
Our Third Party Administration (TPA) department is a dynamic administration team with a varied portfolio of clients. The team plays a key role in delivering a market-leading service to clients and members across Defined Benefit (DB), Defined Contribution (DC) and CARE pension arrangements.
An exciting opportunity is available to join this department as a Personal Assistant within the Data Journey team, based in Birmingham, Edinburgh or Glasgow.
What will the role involve?
This role supports the Data Journey leadership team and wider delivery by providing high-quality personal assistant, coordination and operational support.
The role combines diary and stakeholder support with hands-on involvement in programme governance and team operations. It is a key enabler of the DJ programme, helping to ensure work remains organised, deadlines are met and a consistent service is delivered to clients and colleagues.
Key Responsibilities
Governance of the Data Journey programme
What’s on offer?
In addition to a competitive salary and access to a profit share scheme, the following benefits are available:
About Us
Together, we’ve been building better futures for over 100 years. For our people, our clients and their people, our communities and the environment.
We thrive on tackling complex problems. And we believe those problems are best solved by diverse teams – diverse in skills, approaches and backgrounds. Our independence lets our people be themselves and think freely, while working in a collaborative, supportive environment. We love innovative, independent thinking and want everyone to share their ideas.
Working alongside employers, trustees and financial services institutions, we offer pensions, investments, benefits and risk consulting services, as well as data and technology solutions. With over 1000 employees and counting, we’re one of the leading consultancies in our field and are proud to be recognised by numerous industry awards.
We’re committed to developing our people and encourage everyone to carve out their own career path. We’ve many colleagues who started out in one team in the business and have ended up somewhere completely different, having had the chance to develop new skills and explore new passions.
We are continually working to improve our inclusive culture and employ diverse talent. We therefore welcome applications from people from all backgrounds, which includes but isn’t limited to: age, disability, ethnic heritage, gender, marital or civil partnership status, neurodiversity, religion, sexual orientation, and socio-economic background.
Our hybrid working model offers the best of both worlds – home working as well as a fun, collaborative office environment - meaning flexible working patterns to accommodate individual needs. Find out more about our careers here .
If you need any assistance in relation to a personal requirement, medical condition or neurological difference during our selection process then please let us know.
Together, we can make this the best job you’ll ever have.
We Offer
Our culture
We live and breathe our four values – friendly, confident, partnering and straightforward – and genuinely care about out people, clients, community and the environment.
Job satisfaction
Every employee can genuinely make a difference and contribute towards achieving our purpose – together, building better futures. Whether that’s helping our clients build more secure financial futures, using your 3 days volunteering or helping us reduce our carbon footprint.
Reward and wellbeing
We offer competitive salaries, a share of company profits and an award-winning benefits package. We also take your mental, physical, social and financial wellbeing seriously, both in and outside of work.
Flexible working
We trust our people to work in a pattern that suits their circumstances with a healthy balance of home and office working.
Latest technology
We use the most up-to-date technology and software to match our ground-breaking business solutions that make life easier for us and our clients.
Career development
There is no linear path – learning opportunities are plentiful and empower you to carve out your own career.
Our Third Party Administration (TPA) department is a dynamic administration team with a varied portfolio of clients. The team plays a key role in delivering a market-leading service to clients and members across Defined Benefit (DB), Defined Contribution (DC) and CARE pension arrangements.
An exciting opportunity is available to join this department as a Personal Assistant within the Data Journey team, based in Birmingham, Edinburgh or Glasgow.
What will the role involve?
This role supports the Data Journey leadership team and wider delivery by providing high-quality personal assistant, coordination and operational support.
The role combines diary and stakeholder support with hands-on involvement in programme governance and team operations. It is a key enabler of the DJ programme, helping to ensure work remains organised, deadlines are met and a consistent service is delivered to clients and colleagues.
Key Responsibilities
Governance of the Data Journey programme
- Coordinate meetings, including scheduling and preparation of agendas and papers
- Take minutes where required and track actions through to completion
- Maintain forward plans, key programme milestones and OKRs
- Maintain and update the Data Journey Programme SharePoint and Proposition sites, ensuring content remains accurate and up to date
- Organise content so it is easy to access and use across the team and wider firm
- Support permissions and access across SharePoint and Teams environments
- Support the client billing process, including downloading information for analysis, bill preparation and tracking progress
- Manage shared mailboxes, ensuring queries are resolved or directed appropriately
- Support the management of mail received from pension scheme members via the Data Journey PO Box, ensuring enquiries are directed appropriately and recorded on member administration records
- Work with the Client Delivery Lead and Project Management team to support governance of the client delivery team
- Coordinate planning and arrangements for team meetings and events
- Support onboarding of new joiners, including system access and setup
- Maintain key team documents, distribution lists and shared resources
- Support time recording, expenses, travel and wider team administration
- GCSE / Scottish standard (or equivalent) in Maths and English at Grade B or above, or relevant comparable experience
- Experience supporting senior stakeholders in a fast-paced environment
- Strong diary and inbox management skills
- Excellent planning and organisational skills, with the ability to prioritise effectively
- Confidence in managing multiple tasks and switching between priorities
- Ability to produce clear and accurate documents and communications
- Confident using Microsoft Office and collaboration tools
- Able to quickly learn new systems, processes and procedures
- Experience producing reports, presentations and communications in line with internal standards
- Knowledge of SharePoint, Dynamics or similar systems
- High attention to detail and accuracy
- Strong interpersonal skills, with the ability to build effective working relationships at all levels and collaborate with others
- A flexible and proactive approach to problem solving, with the ability to demonstrate initiative and handle confidential information with discretion and integrity
What’s on offer?
In addition to a competitive salary and access to a profit share scheme, the following benefits are available:
- A flexible benefits package tailored to individual lifestyle and needs
- A collaborative and supportive working environment where ideas are encouraged
- On-site mental health and wellbeing support
- Ongoing personal and professional development, including mentoring and access to the Aspire learning portal
- Regular social activities, three days of paid volunteering leave each year, and a day’s leave to celebrate a birthday
- Hybrid working, with an expectation of two in-office days per week
- A flexible working window between 7am and 7pm
About Us
Together, we’ve been building better futures for over 100 years. For our people, our clients and their people, our communities and the environment.
We thrive on tackling complex problems. And we believe those problems are best solved by diverse teams – diverse in skills, approaches and backgrounds. Our independence lets our people be themselves and think freely, while working in a collaborative, supportive environment. We love innovative, independent thinking and want everyone to share their ideas.
Working alongside employers, trustees and financial services institutions, we offer pensions, investments, benefits and risk consulting services, as well as data and technology solutions. With over 1000 employees and counting, we’re one of the leading consultancies in our field and are proud to be recognised by numerous industry awards.
We’re committed to developing our people and encourage everyone to carve out their own career path. We’ve many colleagues who started out in one team in the business and have ended up somewhere completely different, having had the chance to develop new skills and explore new passions.
We are continually working to improve our inclusive culture and employ diverse talent. We therefore welcome applications from people from all backgrounds, which includes but isn’t limited to: age, disability, ethnic heritage, gender, marital or civil partnership status, neurodiversity, religion, sexual orientation, and socio-economic background.
Our hybrid working model offers the best of both worlds – home working as well as a fun, collaborative office environment - meaning flexible working patterns to accommodate individual needs. Find out more about our careers here .
If you need any assistance in relation to a personal requirement, medical condition or neurological difference during our selection process then please let us know.
Together, we can make this the best job you’ll ever have.
We Offer
Our culture
We live and breathe our four values – friendly, confident, partnering and straightforward – and genuinely care about out people, clients, community and the environment.
Job satisfaction
Every employee can genuinely make a difference and contribute towards achieving our purpose – together, building better futures. Whether that’s helping our clients build more secure financial futures, using your 3 days volunteering or helping us reduce our carbon footprint.
Reward and wellbeing
We offer competitive salaries, a share of company profits and an award-winning benefits package. We also take your mental, physical, social and financial wellbeing seriously, both in and outside of work.
Flexible working
We trust our people to work in a pattern that suits their circumstances with a healthy balance of home and office working.
Latest technology
We use the most up-to-date technology and software to match our ground-breaking business solutions that make life easier for us and our clients.
Career development
There is no linear path – learning opportunities are plentiful and empower you to carve out your own career.
