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Document Despatch Administrator

  • Job reference IFDS/TP/36989/10062
  • Job type Fixed Term
  • Sector Administration and Operations
  • Location Chelmsford


The Document Management office is located near Sainsbury's superstore in Springfield, Chelmsford.

The department is broken down into three parts, Input, Document Despatch and Banking.

The Document Despatch Team (DDT) provides a 'match and despatch' function in addition to the creation of client letters utilising Encorr letter templates. An administrator is responsible for the mailing out of business correspondence produced through the Encorr letter-writing package, and the return of original documentation to the investors.

The DMD Division is an excellent platform to start a career within the Financial Services Sector and gives individuals a broad understanding of the business cycle throughout IFDS.

Shift will be as follows:​

  • Monday to Friday (9:30am to 5:30pm)


Shift will be as follows:​

  • Monday to Friday (9:30am to 5:30pm)
  • Reference salary based on experience and in line with the ACE salary progression scheme
  • 20 Days holiday (increasing by 1 day for every year's service up to a maximum of 25 days)
  • 6% non-contributory pension scheme
  • Life Assurance (4 x salary)
  • Single person healthcare
  • Flex- Benefits scheme

Main Responsibilities

Document Despatch (Output) are responsible for rejection letter writing, legal and money laundering document matching and distribution and centralised printing.

  • Original correspondence is retrieved and returned, following instruction from relevant business area, in a timely and accurate manner.
  • AWD queues are monitored ensuring all work is processed within agreed SLA's, switching between Management Company environments as required
  • Encorr letters are produced in accordance with management company guidelines using specific templates depending on work type
  • Investigation and resolution of enquiries to the required standards to meet Service Level Agreements (SLAs) and Key Performance Indicators (KPI's)

AML & Legal Documents

  • Reconcile AML/Legal documentation against the image on AWD and create the necessary work item
  • Index work items in AWD using FAST if required
  • Using Encorr, populate the return document template letter in line with procedure and follow each specific Management Company Style Guide
  • Print Encorr letters and match with enclosures
  • Quality check matched work, envelope and despatch in line with the correct method of despatch for each Management Company, i.e.: Recorded Delivery, 1st class etc
  • Complete/issue remote client reconciliation logs via the update and distribution of Excel spreadsheets
  • Record/Maintain daily/monthly volume logs
  • Investigate Return Document work items created in AWD by other business areas
  • Complete ad-hoc requests received form clients and update via e-mail/telephone communications
  • Update issue logs on Excel spreadsheets


  • Monitoring AWD queue for Reject, ML Freeze work types
  • Using Encorr, populate the template letter with the return address/enclosures and the rejection reasons provided through AWD history.
  • Follow the requirements set out in each Management Company Style Guide
  • Compile lists of pages/documents/cheques to be retrieved from archived boxes/Cash Receipting
  • Retrieve original correspondence from Archive Room and Cash Receipting
  • Quality Check work on AWD, match and envelope for despatch
  • Investigate outstanding work
  • Record/Maintain daily/monthly volume logs

Key performance areas:

  • SLA's are adhered to
  • Clearly defined & documented processes and procedures are adhered
  • Performance KPI targets are met
  • Personal productivity and quality targets are met

Ideal Candidate

  • Basic keyboard skills to include awareness of MS Office packages.
  • Good Verbal reasoning and numeric skills.
  • Experience in Financial Services Investment Industry.
  • Good accuracy and attention to detail.
  • Ability to work on own initiative when require.
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