Administrative Assistant

Location: Greater London

## Administrative Assistant Apply locations:
London time type:
Full time posted on:
Posted Todayjob requisition :
R0017467#
** Who are we?
** Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries.

People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.
** The Role
** We are seeking a detail‐oriented and proactive Administration Assistant to support our Clinical Trials Insurance team. You will play a critical role in ensuring accurate policy administration, timely documentation, and efficient coordination with clients, brokers, underwriters, and risk managers. This is an excellent opportunity for someone who thrives in a regulated environment, enjoys process excellence, and wants to develop within the specialist world of clinical trials insurance.

This role offers specialist exposure to the life sciences and clinical trials sector - a rapidly expanding, mission‐driven field. You’ll have a clear development pathway with opportunities to progress into Account Handling, Operations, or Compliance. We also provide full study support toward CII or other relevant professional qualifications.
** What You’ll Do
*** Prepare, proof, and issue standard documentation: quotes, binders, policies, Certificates of Insurance (COIs), schedules, endorsements, invoices, and debit/credit notes.
* Maintain accurate site lists, protocol references, territories, limits, and sponsor/CRO details across systems and trackers.
* Assist with renewals, mid-term adjustments (MTAs), and endorsement issuance, ensuring timely turnaround and version control.
* Record and track policy conditions, subjectivities, and compliance requirements (e.g., ethics committee approvals, regulatory approvals, or trial start/end dates).
* Enter and validate data in policy administration systems, CRMs, and shared trackers; support data clean-ups and audits.
* Manage shared inboxes and ticket queues, triaging requests and assigning priority.
* Generate standard MI (e.g., pipeline lists, bound premiums, turnaround times) and produce weekly/monthly operational reports.
* Support Account Handlers/Executives with client onboarding, KYC checks, and compliance information gathering .
* Liaise with underwriters, brokers and Client’s to chase quotes, amendments, updated documents and produce subjectivities; maintaining professional communication and records.
* Coordinate Clinical Trial insurance requests and ensure country‐specific wording compliance.
* Schedule meetings, prepare agendas, take minutes, and follow up actions.
* Follow internal SOPs, binder authorities, and QA checklists; flag exceptions.
* Handle personal data in line with GDPR and company data retention policies.
* Assist with file audits (internal/external), bordereaux prep, and regulatory reporting support.
* Support incident/complaints logging and resolution tracking where applicable.
* Maintain orderly digital files and naming conventions; support archiving.
* Assist with billing/cash allocation queries, reconciliation, and WIP management.
* Support onboarding of new joiners (access requests, inductions, training sessions).
** Who We’re Looking For
*** Strong attention to detail with excellent document control and version management.
* Confident communication skills - clear, professional emails and client‐facing phone manner.
* Solid Excel/Sheets (sorting, filters, lookups/basic formulas), and good Word/Outlook/Teams skills.
* Ability to manage multiple tasks with changing priorities and meet tight deadlines.
* High standard of confidentiality and data protection awareness.
* A‐Level (or equivalent) required; degree or relevant certification a plus.
* Interest in…