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Title:  ScotiaMcLeod Branch Systems Admin/Branch Operations Assistant - Belleville, ON


Requisition ID: 114567

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: As the first point of contact, the Receptionist is a highly visible role, responsible for contributing to the overall success of Scotia Wealth Management’s multiple business lines, and other Bank Partners, by greeting and directing clients; taking and relaying messages, and responding to and actioning client requests, while adhering to Bank security and operational procedures and policies.
Major Accountabilities:
1. Creates initial first impression for clients and employees as a representative of Scotia Wealth Management (SWM) by:
·    Welcoming and interacting with high net worth clients as the first point of contact; escorting or directing clients to the respective Scotia Wealth contact person.
·    Receiving all visitors, in person and by phone, while responding or forward to the appropriate individual in a timely manner.
·    Presenting a professional business image and a positive demeanor, providing a high degree of customer service at every interaction.
·    Providing every client with service that demonstrates respect and knowledge, in a manner that makes the client feel welcome and shows that their business is appreciated.
·    Ensuring that the Scotia Wealth Centre presents a professional environment that is clean and organized.
2. Managing incoming and outgoing correspondence by:
   Receiving, sorting and prioritizing mail, taking notice of required actions and due dates to ensure timeliness of responses and required actions.
·    Performing daily mailroom duties and ensuring all documents and/or deliveries accurately reach internal employees.
·    Accepting and arranging incoming and outgoing couriers to ensure timely distribution of packages and documents.
·    Coordinating the receiving/processing of Head Office shipments and deliveries.
3. Managing and maintaining meeting rooms schedules by:
Coordinating meeting rooms and conference calls ensuring action items and deliverables are completed.
·    Arranging the catering needs and lunch meetings for customers and centre staff, as required.
·    Ensuring client rooms are set-up to professional standards and ensuring post clean up, as needed.
·    Coordinating/Assisting with any special events as required (for centre staff and clients).
4. Contributing to the effective operation of the Scotia Wealth Management office by:
Coordinating any internal communication to staff, including maintenance of internal documents, such as the phone list.
·    Organizing and maintaining various filing systems to track and store data and documentation and allow for easy retrieval of information.
·    Maintaining office supplies inventory at proper levels and ensures timely ordering.
·    Distributing office supplies and ensuring all storage areas are properly stocked.
·    Assisting with security related activities and key holder responsibilities, including producing security badges, opening/closing the office, and liaising with building security when needed.
·    Managing communal kitchen (i.e. ordering supplies, ensuring cleanliness, etc.…)
·    Liaising with office equipment vendors for maintenance as needed.
·    Assisting with special projects and other administrative functions as needed.
·    Ensuring work is controlled throughout the day to contribute to the efficient operations of the centre
·    Complying with regulatory requirements as part of the service process, i.e. privacy.


5. 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

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
·    Advising branch staff of all new procedures affecting applications
·    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

7. 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


Education/Work Experience/Designations Skills, Knowledge & Behavioural Competencies:
·    Superior customer service skills.
·    Ability to independently problem solve.
·    Outstanding written and oral communication skills.
·    Strong relationship management skills.
·    Highly organized with the proven ability to manage multiple priorities and deadlines.
·    Ability to relate comfortably with affluent and influential clientele, demonstrating the ability to display a high degree of poise and professionalism within all levels of the organization.
·    Work independently with minimum instruction and/or supervision.
·    Enthusiastic upbeat personality is essential.
·    Working knowledge of centre systems (i.e. phone system, network, etc.…).


 Financial experience.
·    2 – 3 years previous experience working with an administrative capacity or previous Bank experience is an asset.

The total wealth office is a unique collaboration of multiple business lines. The receptionist must have a good understanding of the needs and offering of each business line to provide front line support. Sensitivity to individual client needs is a key component to executing daily activities.



Location(s):  Canada : Ontario : Belleville 

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.  

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.

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