Financial Services Administrator (IFA Practice)

The main purpose of this Administrative role is to provide a compliant administrative service to my clients Planners, their team, and clients. You will work alongside my clients close knit team in respect of the preparation of review meetings, the processing of new business, as well as the preparation of documentation and paperwork for clients and product providers.

The ideal candidate will really enjoy having a busy day, you will need to be efficient and have excellent organisational and multi-tasking skills, you will be a clear communicator, capable of speaking to different people and keeping clients updated. You will need to understand the importance of working as part of a close knit team to deliver the best outcomes for clients.

Business Processing

• Check the accuracy and completeness of new business documentation.
• You will ensure that all business applications are processed accurately and efficiently, in a compliant manner to the firm’s standards.
• You will ensure all supporting documentation is maintained as per company procedures.
• Recording of fees.
• You will ensure all work is followed up promptly in line with company standards.
• You will liaise with product providers to ensure timely and accurate responses to clients (progress chasing)
• You will send letters of authority and gather accurate information.
• You will obtain illustrations and application forms.
• You will produce portfolio valuations.
• You will ensure fund switches / rebalances are carried out accurately and within company timescales.

Client Servicing

• You will provide friendly and professional point of contact for clients and enquiries.
• You will create and maintain accurate client records on back-office systems, platforms, and any other IT systems e.g., cashflow & risk profiler.
• You will prepare client documentation and correspondence pre and post meetings as per business processes.
• You will ensure action points resulting from client meetings get diarised and dealt with.
• You will organise and diarise client meetings.
• You will ensure that relevant service standards are delivered throughout the year.

Reviews

You will organise client review meetings as per Annual Review Process.

You will prepare client review documentation as per the Annual Review Process.

You will support FPs in delivery of reviews.

You will assist in implementation of agreed action points.

General administration

Answering the telephone

Ensure back-office systems are kept up to date.

Filter FP’s general information, queries, phone calls and invitations.

Open, scan, log and allocate incoming post.

General correspondence.

Other duties as directed by management.

Personal Specification

Knowledge

Microsoft Word, Excel, and electronic diary management (essential)

Advanced Excel (desirable)

Financial Services back-office systems (essential)

Knowledge of Financial Services products and solutions (essential)

Skills

Interpersonal skills to develop and maintain client trust and inspire confidence (essential)

Able to communicate effectively in verbal and written form (essential)

Highly organised, methodical and disciplined (essential)

Shows initiative and takes personal responsibility for completing tasks (essential)

Able to work within defined business processes (essential)

Adopts a positive attitude, willing to assist others when busy (essential)

Able to work under pressure on occasions to achieve deadlines (essential)

Attention to detail (essential)

Able to achieve agreed outcomes without supervision (essential)

Able to prioritise and plan workload (essential)

Experience

At least 2 years working as an Administrator (essential)

At least 2 years working within a Financial Planning environment (essential)

Qualifications

Relevant Industry qualifications(desirable)

Benefits

A competitive salary, circa £28,000.00

28 Days (inclusive of BH) + Christmas leave, additional days during office closure

Pension

PMI

On site parking

Personal development, my client happily covers the cost of professional examination fees and learning materials and there are regular opportunities for ongoing training and development.