Personal Assistant

Job Type:

Build a brilliant future with Hiscox

Position: Personal Assistant

Location: London or York

Department: UK Management

Reporting to the PA to the CEO, Hiscox UK

Role:

The role supports the following three roles in a PA capacity:

• UK Chief Risk Officer
• Head of Claims, Hiscox UK
• Head of Quality Assurance & Customer Relations, Hiscox UK

Plus daily ad-hoc support to their teams

Key responsibilities:

• Providing PA support to the UK Chief Risk Officer; Head of Claims; Head of Quality Assurance & Customer Relations
• Complex diary management, arranging and prioritising appointments, organising internal and external meetings, ensuring time has been allocated in the diaries for meeting preparation, board report writing and other important deadlines
• Extensive travel and accommodation arrangements (UK and International)
• Handling confidential and sensitive information
• Co-ordination of the monthly UK Claims Management meeting; Claims Operations meetings; Quarterly Reserving; Trilogy Light and Trilogy core meetings; preparing and circulating the agendas, taking minutes/actions at the meeting and distributing them in a timely manner afterwards. Ensuring that the Terms of Reference and Effectiveness Reviews are kept up to date for these meetings
• Ensuring that the ‘Reasonable steps Evidence’ folder is kept up to date for the Head of Claims, in line with SMCR (Senior Managers and Certification Regime) requirements
• Support the UK Chief Risk Officer with preparations for the quarterly HIC Risk Committee; booking in stakeholder meetings both externally and internally, ensuring that relevant deadlines are adhered to
• Organising team social events and charity volunteering days across the UK offices
• Managing the invoicing process for the UK Claims team; raising Purchase Order requisitions for suppliers and acting as a point of contact for any payment queries
• Onboarding process for new starters in the UK Risk & Compliance team, including induction plans, travel arrangements, IT set up and equipment order
• Working with both the Group and UK PAs to organise events and schedule meetings where required
• Preparing and submitting personal expenses

• Monitoring the travel budget for the UK Risk & Compliance team, ensuring that all hotel and travel expenses are captured correctly and recorded
• Inbox and email management for the UK Head of Claims

Person specification:

• Proven experience as a PA providing support within a professional environment
• Educated to A-Level or equivalent
• Advanced working knowledge of Microsoft Word, Excel, Outlook and PowerPoint
• Experience of taking meeting minutes
• Efficient, proactive, resilient with a ‘can-do’ attitude; takes initiative and makes things happen
• Able to plan ahead and make accurate judgement calls on prioritising work tasks and multi-task
• Able to make decisions but know when to ask for assistance
• Excellent attention to detail, organisation and co-ordination skills
• Works well and delivers under pressure
• Customer focussed who builds strong working relationships both internally and externally
• Must have a confident and friendly manner

Diversity and flexible working at Hiscox

At Hiscox we care about our people. We hire the best people for the job and we’re committed to diversity and creating a truly inclusive culture, which we believe drives success. We also understand that working life doesn’t always have to be ‘nine to five’ and we support flexible working wherever we can. No promises, but please chat to our resourcing team about the flexibility we could offer for this role.

Work with amazing people and be part of a unique culture