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Assistant Vice President, Administration Manager
3 months ago
Do you want your voice heard and your actions to count?
Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), the 7th largest financial group in the world. Across the globe, we're 160,000 colleagues, striving to make a difference for every client, organization, and community we serve.
We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.
With a vision to be the world's most trusted financial group, it's part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility.
Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.
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NOTE:
THIS IS A HYBRID / FLEXIBLE WORKING ROLE
About the role:
In this role, you'll oversee the delivery of administrative support and corporate centre activities to our Oceania branch offices to ensure their efficient and smooth operation.
You'll ensure the General Affairs Department (GAD) complies with internal and external rules and regulations by maintaining adequate internal controls, and by accurate and timely completion of all required documentation and reports.
What you'll be doing:
- Ensure that services are delivered to customers within the agreed standards of service by monitoring response times to customer requests and seeking feedback from customers
- Review and implement work practices with the aim of improving workflow efficiency
- Review and enhance control measures to improve the effectiveness of crosschecking activities
- Coordinate adhoc projects by organising and coordinating information and requirements i.e. planning, arranging, resource allocation, meeting schedules and monitoring results
- Collaborate with the GAD Business Improvement Manager to identify and optimise work practices and increase the transition to digital technology.
- Coordinate the timely communication of procedural and structural changes to administration staff and ensure that adequate consultation takes place where tasks are reassigned
- Ensure that procedural changes are effectively communicated to Oceania staff and where changes impact on staff, ensure there is effective consultation and feedback prior to implementation
- Actively participate in the monthly staff team brief and attend the GAD Management Meeting
- Plan and coordinate the delivery of the GAD functions including, but not limited to, the monitoring of work quality, equitable assignment of tasks, identification of training needs, skills gap analysis and provision of guidance to assist staff to prioritize their workload
- Assess staff performance and discuss performance issues with your manager
- Manage the coverage of leave periods for administration staff, including redistributing workload and/or temporarily assumes additional responsibilities (within reason)
- Maintain and monitor GAD's responsibility matrix and maintain the department's task assignment matrix
What we are looking for:
Experience with SharePoint online or similar, specifically document workflows used for approval processes, is highly desirable.
Excellent attention to detail in the delivery of tasks and responsibilities is essential, as is the ability to prioritise and negotiate resource allocation to meet deadlines.
You'll have strong communication and presentation skills, an ability to recognise inefficient work practices and provide alternative solutions and solve complex problems.
