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Document Management Administrator

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

Job Introduction

Document Management (WMI) is broken down into two parts, Inbound and Outbound.

 

The Inbound team deal with large volumes of incoming postal mail and e-mail instructions for our WMI clients who are leading Financial Services company’s dealing with products such as ISA's, Unit Trust, Bonds and Pensions. The mail is scanned onto our host system and then routed to the appropriate processing teams to deal with.

 

The Outbound team are responsible for the processing of outgoing client correspondence. This includes the return of Cherished Documents, Transfer Authorities, Banking of Cheques, keying of New Business applications and returning client correspondence. Both Inbound and Outbound work to pre-determined client Service Level Agreements (SLA’s).

 

The Document Management 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 DST.

Role Responsibility

Incoming post process:
  • 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)

Rejects

  • 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

  • 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 schem

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 Kansa 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

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