Wealth Management Administrator

We are excited to be partnering with a leading wealth management firm to find a dedicated Client Service Administrator. In this role, you’ll play an essential part in ensuring seamless client interactions and supporting our wealth management team by handling various administrative and service-oriented tasks. Here’s what you’ll be doing:

Client Service:

• Respond to incoming client inquiries, working closely with the Operations Manager to provide accurate, timely responses.
• Address general client queries, manage related administration, and support client needs.
• Prepare meeting packs for the Business Owner, ensuring alignment with the client service proposition.
• Contact providers to obtain up-to-date valuations, contributions, and withdrawal data for meeting packs, and manage relevant calculations.
• Update the CFR and CRM systems with client information, status changes, and meeting details, ensuring all records are current.
• Process transactions such as switches and withdrawals, managing follow-up communications.
• Coordinate with the Administration Centre for client policy details when required.
• Manage address changes via the My Practice system and update the CRM.
• Assist clients in registering for Online Services and support the Operations Manager as needed.
• Complete application forms, Trust paperwork, Deeds of Assignment, and APTs.
• Collaborate with the Paraplanner to ensure all client ID and AML documentation is current.
• Maintain accurate prospect and client records within the Prospect Manager system to keep all accounts secure.
• Keep clients updated on critical stages of their investments, liaising with both the Paraplanner and Operations Manager.
• Handle basic client inquiries via the internal system.

Business Processing:

• Issue letters of authority, monitor timelines, and ensure full completion for the Paraplanner’s CYC calculations.
• Update CFR with accurate valuations and information from ceding providers.
• Prepare handover information for Paraplanners to facilitate report writing.
• Coordinate with Paraplanners on report timelines and ensure timely submission of compliance documents.
• Prepare and submit EBS applications and manage document storage.
• Create illustrations, advice sets, and upload necessary documents to I-Business.
• Draft simple suitability letters for top-ups and issue signed reports to clients.
• Track pipeline cases to ensure they are completed and issued.

Team Collaboration:

• Regularly update WIP (Work in Progress) alongside the Operations Manager and Paraplanner to ensure business processing aligns with service standards.
• Prepare for and participate in WIP meetings to discuss workload and priorities.
• Handle incoming post and manage actions via a task management system, logging call details as needed.
• Participate in daily team sessions to coordinate tasks and priorities.
• Take part in telephone duty rota during lunch breaks or team absences.
• Conduct general administrative tasks, including scanning, filing, and e-filing.

Practice Standards:

• Collaborate closely with the Operations Manager and Paraplanner to ensure efficient administration processes.
• Maintain adherence to service level standards and company guidelines.
• Support team members with urgent tasks as required, prioritizing workload effectively.
• Practice a "clear desk" policy and ensure the secure shredding of confidential information.
• Handle incoming calls professionally and in line with GDPR standards.
• Attend relevant training courses to support professional growth.

• Professional and well-presented, with a background in financial services and customer service.
• Basic understanding of financial products, with strong organizational skills.
• Excellent communicator, both written and verbal, with great attention to detail.
• Proactive and able to work independently within a fast-paced environment.
• Flexible and adaptive to changing priorities, comfortable working as part of a small team.
• Long-term commitment to the role and familiarity with Office products; CRM experience is a plus.
• Willing to pursue PSS accreditation.

If you’re ready to make a meaningful impact in wealth management, this role provides an excellent opportunity to leverage your skills within a dynamic team environment.