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Overview

Our Client is a leading niche Company & Trust Services Provider, with an active and growing portfolio. Owing to an increase in specific specialist areas of their operation, they are seeking a Head of Administration.

The Head of Administration is responsible for leading, managing, and developing the Administration Team to ensure the efficient delivery of client and internal services, achievement of departmental objectives, and maintenance of the firm's high service standards.

This is a senior leadership position within the firm where you will act as a director of the corporate director and corporate trustee companies, oversee the team's daily operations, manage complex client issues, and maintain a small personal portfolio. The role requires strong leadership, technical ability, and a client-focused approach, with responsibility for ensuring timely client risk assessments and effective debtor management.

As Head of Administration here you will be responsible for the following areas:

Leadership & Team Management

• Lead, manage, and develop a team of six administrators (including the Head)
• Set clear objectives, monitor performance, and ensure accountability across the team
• Conduct regular one-to-one meetings, appraisals, and performance reviews
• Provide training, guidance, and mentoring to support staff development and retention
• Foster a positive, client-focused, and performance-driven culture within the team

Operational Oversight

• Oversee all internal administrative tasks to ensure accuracy, consistency, and efficiency
• Ensure all internal reporting, management information, and workflow tracking are completed accurately and on time
• Manage workload allocation and prioritisation across the team to maintain operational balance
• Identify and implement process improvements to drive productivity and consistency

Client Management & Technical Support

• Maintain a small personal portfolio of client companies and trusts, ensuring all work meets compliance and service standards
• Act as a director of the corporate director and corporate trustee entities, carrying out fiduciary duties responsibly and in accordance with company policy
• Act as the escalation point for administrators on complex or technical client issues, providing sound, commercial solutions
• Ensure all client risk assessments and periodic reviews are completed accurately and within deadlines
• Promote a strong client service ethos, ensuring all team members deliver proactive and professional communication

Debtor Management

• Oversee debtor follow-up and ensure timely settlement of invoices in accordance with company payment terms
• Support administrators in resolving overdue accounts and liaising with clients where necessary
• Provide debtor updates and performance summaries to the Managing Director

Reporting & Communication

• Prepare and submit regular management reports on team performance, workloads, debtors, and risk assessment completion
• Communicate company objectives, updates, and expectations clearly to the team
• Liaise closely with the Managing Director on operational priorities, risk matters, and client issues

The ideal candidate for the role of Head of Administration will have:

• 5-7 years' experience in trust and company administration or a similar fiduciary role
• Proven experience leading or supervising a team within a corporate or trust services environment
• STEP, ICSA, or equivalent qualification preferred (or working toward)
• Understanding of Isle of Man fiduciary regulation and governance requirements
• Experience acting as or supporting directors of corporate service providers advantageous
• Proficiency in Microsoft Office and administration systems
• Strong leadership and team management skills
• Excellent technical knowledge of trust and company administration
• Highly client-focused with excellent communication and relationship skills
• Commercial awareness and sound judgement in client and operational matters
• Organised and detail-oriented, with strong time management abilities
• Proactive problem-solver with a hands-on, collaborative approach
• Financially literate and familiar with debtor and risk management processes