Charles Stanley
Office Manager
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About the Role:
We are seeking an experienced and highly organised Office Manager to join our Southampton office.
This is a pivotal role responsible for ensuring the branch operates efficiently, professionally, and in line with regulatory requirements. Working closely with the Branch Manager, you will oversee office operations, support client administration activities, lead a team of Investment Managers' Assistants and help deliver an exceptional experience for both clients and colleagues.
The successful candidate will act as the central coordination point for the branch, ensuring operational excellence, strong governance, and effective administrative support, enabling Investment Managers to focus on building client relationships and growing their business.
This is an excellent opportunity for someone with experience in wealth management, financial services, or professional services who enjoys combining operational oversight with people leadership and process improvement.
What You'll Be Doing:
Branch Operations & Governance
- Overseeing the smooth and efficient day-to-day operation of the Southampton office.
- Managing office facilities, supplies, stationery, and marketing materials.
- Liaising with landlords, suppliers, and external service providers regarding office maintenance and facilities management.
- Supporting business continuity planning and ensuring compliance with health and safety requirements.
- Coordinating fire drills, office risk assessments, and branch governance activities.
- Maintaining key branch registers, including Health & Safety, Financial Promotions, and Complaints logs.
- Organising branch meetings and ensuring actions are tracked and completed.
- Promoting best practice, consistent processes, and strong business governance across the branch.
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Client Administration & Operational Support
- Providing high-quality administrative support to Investment Managers.
- Supporting client account opening, onboarding, and account amendment processes.
- Ensuring AML and KYC documentation is completed accurately and efficiently.
- Preparing client meeting packs, valuations, and supporting documentation.
- Coordinating suitability reviews and monitoring key regulatory deadlines.
- Supporting corporate actions and settlement processes.
- Working closely with internal teams to resolve client and operational queries.
Leadership & Team Management
- Supervising and supporting a team of Investment Managers' Assistants.
- Ensuring workloads are effectively managed and service standards are maintained.
- Conducting performance reviews and supporting individual development plans.
- Providing coaching, guidance, and training on systems, processes, and client service.
- Monitoring adherence to compliance requirements and internal procedures.
Business Improvement & Projects
- Supporting branch growth objectives and strategic initiatives.
- Identifying opportunities to improve operational efficiency and enhance the client experience.
- Leading and coordinating branch-wide projects and process improvement activities.
- Managing key initiatives such as KYC refresh programmes, suitability review projects, and operational enhancements.
Reporting & Performance Management
- Producing monthly branch reports incorporating operational and financial metrics.
- Supporting branch management with performance tracking and reporting.
- Ensuring branch activities are documented, monitored, and delivered effectively.
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You'll bring:
- Strong organisational and administrative skills with excellent attention to detail.
- Exceptional communication skills and a professional client-facing approach.
- The ability to prioritise competing demands and work effectively under pressure.
- A proactive mindset with a passion for continuous improvement.
- Strong problem-solving skills and the confidence to take initiative.
- Experience supervising, coaching, or developing colleagues.
- A collaborative and adaptable approach to teamwork.
- A positive, professional, and client-focused attitude.
Qualifications & Experience:
- GCSEs (including Maths and English) or equivalent qualifications.
- A-Levels or further education qualifications are desirable.
- An industry qualification such as the Investment Operations Certificate (IOC) Level 3 would be advantageous.
- Previous experience within wealth management, investment management, financial services, or office management is strongly preferred.
- Knowledge of investment operations, client onboarding, AML/KYC processes, and regulatory requirements would be beneficial.
Why Join Us?
- A key leadership role within a respected wealth management business.
- The opportunity to influence branch performance, operations, and client service standards.
- Exposure to a wide range of stakeholders across investment management and operations.
- A collaborative and supportive working environment.
- Professional development opportunities and career progression.
- Competitive salary and comprehensive benefits package.
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