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Document Administrator

Please Note: The application deadline for this job has now passed.

Job Introduction

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

Role Responsibility

  • 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)

The 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)

Package Description

  • 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

About the Company

DST is a leading provider of specialised technology, strategic advisory, and business operations outsourcing to the financial and healthcare industries. We enable clients to transform complexity into strategic advantage by helping them continually stay ahead of and capitalise on ever-changing customer, business, and regulatory requirements in the world's most demanding industries.

Headquartered in Kansas City, Missouri, USA, DST is a public company listed on the New York Stock Exchange (NYSE: DST), employing over 16,000 talented people globally.

In March 2017, DST acquired International Financial Data Services (IFDS) in the UK and Ireland; making DST a leading provider of investor and policyholder administrative services to the funds, insurance and wealth management industries.

DST employs ~5,000 people across 12 locations in the UK and Ireland.   

All offers of employment at DST are subject to background verification checks, including 5 year employment history, proof of eligibility to work in the UK, proof of address, credit check and criminal record check. The accuracy of all information you submit as part of your application is vital and may be used as part of the background checking process should you be successful.


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