Accessability Links
Job search

Document Administrator

  • Job reference DST/TP/57366/11657
  • Job type Full Time
  • Sector Administration and Operations
  • Location Chelmsford
This vacancy has now expired.

Hours: 03:00 - 11:00 (Tues - Fri) and 07:00 - 15:00 (Sat)

Note. The hours can be flexible

Shift Pattern: Tues - Sat

To provide a multitude of functions within DMD Funds and WMI across various inbound and outbound processes and there is a requirement to be flexible as they could be asked to move within the teams as business needs require.

  • Closing Date - 31st July 2019

Main Responsibilities

  • Open, sort and batch incoming post in line with Management Company SLA's and KPI's across both Funds and WMI
  • To input data into AWD following the preparation and scanning of incoming correspondence
  • Scanning of daily correspondence
  • To ensure all Management Company workstations are clear at the end of shift in line with the company clear desk policy
  • Split work following the scanning process to identify any missed documentation which should have been out sorted (original AML, Legal documents and cheques)
  • Support ad-hoc tasks as required (checking of destruction boxes)
  • To support envelope checking at end of shift to ensure all correspondence has been removed and processed
  • To assist with daily issues and investigations coming into DMD Input and liaison with Team Leader
  • Organise own daily work within the stated timeframes and complete tasks in line with Team Leader direction depending on incoming volumes
  • Work closely with the DMD Team Leaders group to identify training needs
  • Assist with rescans in line with daily SLA's
  • Assist in the Post room if needed to ensure throughput of mail to team
  • Capture data on Workware (AOM)
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
  • Capture data on Workware (AOM)​


  • 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
  • Capture data on Workware (AOM)
AWD Pulls
  • Monitoring AWD queue for Pullitem worktypes
  • Compile lists of pages/documents to be retrieved from archive boxes
  • Retrieve original correspondence from archive room
  • Print and match Encorr letter to corresponding documentation
  • Update AWD with comments to confirm completion or refer to relevant business area with appropriate comments
  • Quality check work on AWD and envelope ready for despatch
  • Investigate outstanding work
  • Update issue logs on Excel spreadsheets and communicate to business areas
  • Capture data on Workware (AOM)

Ideal Candidate

  • Basic keyboard skills to include awareness of MS Office packages. (Essential)
  • Good Verbal reasoning and numeric skills. (Essential)
  • Experience in Financial Services Investment Industry. (Preferred)
  • Degree level of education in relevant subject (optional)
  • Good accuracy and attention to detail (Essential)
  • Ability to work on own initiative when require (Strongly Preferred)


  • 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)
  • 9% pension scheme (6% non-contributory & 3% self contribution)
  • Life Assurance (4 x salary)
  • Single person healthcare
  • Flex benefits scheme
NANorth America
Join us
EMEAEurope, The Middle East & Africa

Awards & Accrediations