Team Administrator

Job description

Role Title: Team Administrator

Business: RBWM - Digital

New or Existing Role? New

Grade: GCB7

Role Purpose
· The purpose of the role is to act as team administrator and support the Regional Head of HSBC Digital Solutions Delivery (GCB3), the Regional Head of Digital as a Channel (DaaC) & Commercialisation, along with general administrative and secretarial support to the digital DaaC Enablement team ensuring the effective day to day running of the team.
·
The role holder will undertake email and extensive diary management responsibilities, planning and organising meetings and events to given priorities. In addition to these tasks, the role holder will be the main point of contact for issues relating to the job catalogue and position administration, providing support to, and on occasion leading, a variety of people and premises projects.

Key Accountabilities

Impact on Business

· Email and diary management for the senior GCB3 leaders (and delegates if necessary).
· Expenses management for the senior GCB3 leaders (and delegates if necessary).
· Travel booking for the senior GCB3 leaders and wider GCB4 leadership team as required.
· Circulation of departmental communications / keeping distribution list up to date.
· Note taking / meeting minutes as required ensuring discretion as needed.
· Planning and arranging offsite and celebratory events.
· Providing supporting for recruitment e.g. planning interviews and booking rooms/conference details.
· General administrative and secretarial support.
· Job catalogue and position data maintenance (MSS)


Customers / Stakeholders

· Regional Head of HDS Delivery
· Regional Head of Digital as a Channel & Commercialisation Operations
· Digital Leadership team (Discipline Heads and Senior Team Managers)
· Local Digital teams
· Global and in country Digital teams
· PA / EA and Management Coordinator community


Leadership & Teamwork

· Supporting leadership by helping senior management to manage their time efficiently and effectively
· Highly collaborative working across Digital teams
· Circulation of relevant departmental comms to keep people up to date
· Collaborative working with PA / EA / Management Coordinator community

Operational Effectiveness & Control

· Quality Control, particularly around job codes and position data
· Adherence to Digital governance structures
· Identification of key risks, issues and interdependencies and providing appropriate mitigation strategies or escalating as appropriate.
· Adherence to Financial policies and audit requirements.

Major Challenges
· HSBC has evolved over its 140-year history and its adoption of electronic channels can be seen as important as the development of the business in China. Achieving a leading position in this aspect of Financial Services will take a number of years requiring the development of new capabilities and competencies with which the Mgt of the bank and the current culture is largely unfamiliar.
· The role holders challenge will be to support the Digital Leadership team to:
· Ensure that all HSBC RBWM services offer standout customer experience and fully deliver on our brand promise.
· Lead provision of common global solutions while recognising that local regulations and customs will require the service to be tailored. Even where local regulation and customs tailor the service accordingly, the service quality HSBC offers will be to the same standard across the world.
· Provide market-leading, compelling digital services that can leverage our global scale and distribution network. With increased connections between our businesses around the world, the aim is to take us from a collection of locally orientated propositions to one global set. These are delivered locally, according to globally defined standards, but with a local flavour, to enable us to compete and lead in the markets we choose to be in.
· Promote the drive to create sustainable cost savings and operational efficiencies through standardising systems, processes and products on a global scale. To create savings we need to drive out waste and duplication, streamline processes and take out paper where we can. Digital channels will be a major facilitator of achieving these objectives.
· Support the creation of one, modern bank, through creation of one IT infrastructure, refining and removing redundant processes and automating others to ensure we deliver the best possible customer experience.
· Development of a common business model that each country adopts, so that we move from a group of local businesses operating differently to regions operating off one model, where the whole is greater than the sum of its parts.
· Ensure that as the predominant technology varies market by market the propositions developed cater for this while striving to be as globally consistent as possible.


Role Context

· Working within the developing HDS operating model, supporting businesses and markets at scale and speed
· As the model evolves globally governance structures will be established to ensure the adoption of best practices across the global Digital Community
· The role holder will contribute to organization of operation and administrative activities across the RBWM Digital disciplines
· Primary interactions will be with three broad groups: (a) Within the regional Digital delivery team itself (b) Global and In country Digital teams (c) PA/EA/Management Coordinator community.

Management of Risk

· Working within the developing HDS operating model, supporting businesses and markets at scale and speed
· As the model evolves globally governance structures will be established to ensure the adoption of best practices across the global Digital Community
· The role holder will contribute to organization of operation and administrative activities across the RBWM Digital disciplines
· Primary interactions will be with three broad groups: (a) Within the regional Digital delivery team itself (b) Global and In country Digital teams (c) PA/EA/Management Coordinator community.

Observation of Internal Controls

· The jobholder will also adhere to and be able to demonstrate adherence to internal controls. This will be achieved by adherence to all relevant procedures, keeping appropriate records and, where appropriate, by the timely implementation of internal and external audit points, including issues raised by external regulators.
· The jobholder will implement the Group compliance policy by containing compliance risk in liaison with Global Head of Compliance, Global Compliance Officer, Area Compliance Officer or Local Compliance Officer. The term ‘compliance' embraces all relevant financial services laws, rules and codes with which the business has to comply.
· This will be achieved by adhering to all relevant processes/procedures and by liaising with Compliance department about new business initiatives at the earliest opportunity. Also and when applicable, by ensuring adequate resources are in place and training is provided, fostering a compliance culture and optimising relations with regulators.

Desired profile

Qualifications :

Knowledge & Experience / Qualifications

·  Experience of working in a team administration role, understanding the administration requirements to fulfill operational needs.
·  Strong administration skills with a working knowledge of Microsoft tools e.g. Excel, Word, PowerPoint & Outlook for extensive diary management
·  Organised and efficient with good relationship management skills to satisfy a wide range of internal and external customers with conflicting priorities / managing expectations and escalating when appropriate.
·  Experience of making cost effective and well planned travel arrangements to meet the needs of the traveler.
·  Problem solving skills - excellent attention to detail and the ability to see things through to completion.
·  High levels of resilience and self-motivation – able to deliver to committed timescale.
·  Polite and professional approach with excellent communication skills, both written and verbal, to connect with stakeholders at all levels
·  Adaptive – the ability to approach things differently or do different things to deliver goals.
·  Good judgment, identifying the information needed to make decisions and presenting this accordingly – applying appropriate levels discretion and diplomacy as needed.
·  Respectful of different cultures, working with colleagues from across all 5 regions (North America, LATAM, Middle East, Asia Pacific and Europe)
·  A strong team player – highly collaborative recognizing their role across the wider team and acknowledging other areas/individuals roles and responsibilities.

As a business operating in markets all around the world, we believe diversity brings benefits for our customers, our business and our people. This is why HSBC is committed to being an inclusive employer and encourages applications from all suitably qualified applicants irrespective of background, circumstances, age, disability, gender identity, ethnicity, religion or belief and sexual orientation.

We want everyone to be able to fulfil their potential which is why we provide a range of flexible working arrangements and family friendly policies.

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