Scotiamcleod Branch Operations Assistant/branch

Requisition ID: 144204

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets.

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

**Purpose of Job**: The Branch Operations Assistant/Branch Systems Administrator's primary focus is to provide branch support to Management, Advisors and Associates and to act as the first point of contact for clients arriving at the branch.

**Major Accountabilities**:
**1. Ensure a high level of client service by**:

- Acting as receptionist
- Answering branch phones lines and relaying messages
- Greeting clients as they arrive
- Booking external and internal meetings
- Ordering catering as required
- Ensuring branch lists are kept current

**2. Manage all banking functions by**:

- Receiving cheques and certificates from clients
- Issuing receipt to client
- Posting cheque and certificate deposits to client accounts
- Submitting certificates to Head Office
- Depositing cheques at the local Scotiabank branch
- Maintaining a complete understanding of compliance regulations regarding banking
- Ensuring post date cheques are recorded and processed in a timely manner

**3. Manage all non-trade functions by**:

- Ensuring trade corrections and trailers are entered in a timely manner consistent with regulatory regulation
- Entering all New Issues tickets
- Following up on outstanding New Issue tickets and escalating to management as required

**4. Manage all name and address functions by**:

- Completing all non online account management (OAM) functions including address changes and shareholder communication information
- Collecting and distributing account documentation from Advisors to Name and Address department in Head Office as required
- Managing account closures by ensuring accounts have no cash or security balances

**5. Manage the efficiency of Branch Operations by**:

- Maintaining the branch mail system by ensuring mail is opened in a secure area and is distributed in a timely manner
- Maintaining the branch postage machine
- Ensuring inter-office mail is collected and forwarded to Head Office
- Ensuring all courier packages are picked up and delivered and are billed appropriately
- Maintaining records on all prospectus distribution
- Printing and distributing reports in a timely and efficient manner
- Ensuring cost effective ordering of branch supplies
- Maintaining the Branch House accounts

**6. Manage the workstations, voice communications and multi functioning devices by**:

- Ensuring all technology is running at maximum efficiency
- Responding to all technical issues affecting the operations of the branch
- Acting as the liaison with the Helpdesk and the Branch Training and Support Team to ensure efficient resolution to all issues
- Escalating issue to internal and external providers
- Maintaining the server room
- Conducting one on one sessions for new employees

**8. Ensure the Branch is prepared for rollouts and updates by**:

- Cascading communication regarding the dates, requirements and training dates
- Acting as the liaison with Branch Training and Support
- Acting as the point of contact for branch staff to answer questions

**9. Manage the technology administration by**:

- Verifying and updating quarterly user reports
- Maintaining technology inventory list
- Processing WealthStore orders for new hires, moves, and exits

**10. Contribute to the effective functioning of the branch team by**:

- Building effective working relationships across the team and with various business line and corporate function contacts
- Maintaining a high level of customer service
- Facilitating a culture of open and honest communication
- Actively participating and contributing to touch bases and team meetings
- Encouraging the generation of new ideas and approaches Actively sharing knowledge and experience to enhance the development of all team members
- Developing and executing a meaningful employee development plan

**Education/Work Experience/Designations**
- Excellent written and verbal communication skills
- Strong organizational skills
- Knowledge of Microsoft systems: Word, Excel and Powerpoint
- Banking background preferred
- Secondary education

Location(s): Canada : Saskatchewan : Regina

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