The role of the Client & IFA Support Administrator is to assist in providing administrative and technical support to the IFA / Director within the business. It will also be to assist and help manage the client servicing as regards contact from clients and the internal client case workflow.
To work with other staff members with responsibility to ensure smooth running of our Back Office. This includes processing new business, adviser payments and liaising with Front office function regarding new and existing clients.
Reports to: IFA & Directors
Key Responsibilities and Outputs
•Assisting the Financial Planner in all areas of financial planning administration
•Supporting the Financial Planner in research and analysis to meet client needs and objectives
•Supporting the Financial Planner in preparing client financial plans and suitability reports
•Supporting the team with information gathering and research to meet client needs and objectives
•Supporting the team with the implementation of new business
•Developing and maintaining internal relationships to help maintain business flow and meet agreed service and standards targets
•Contributing to the smooth running of the technical & administrative functions within the business
•Continuous professional development to meet regulatory requirements and personal development needs
•Maintaining high level standards in the technical & administrative team and throughout the firm as a whole
•Pro-active in suggesting improvements for the continuing progression of the firm
•Keeping up with changes to software used in the business and training back office team members accordingly
•Ensuring that any business conducted is done in a responsible and compliant manner, meeting all legislative requirements, both internally and externally.
Nature and scope of responsibilities
The role holder is responsible for:
•Organizing appointments and meetings; booking rooms and ensuring that the Financial Adviser is fully briefed on each Client meeting in advance
•Diary management; ensuring that diarised time slots are well organized and planned to maximize on opportunity on behalf of the Financial Adviser
•Sending directions to clients and confirming their travel plans, ie is parking needed?
•Managing pre client appointment paperwork
•Managing new business recording and submission
•Communicating and recording product and planning analysis results
•Liaising with product providers and other relevant third parties
•Preparing paperwork for client meetings
•Assistance in client meetings
•Planning and product research administration
•New business submission and tracking to conclusion
•Compiling client valuations
•Managing the client review programme
•Technical filing on to business systems.
•Screening phone calls and emails to ensure that the Financial Adviser only receives relevant messages and alerting when urgent messages are received
•Opening the incoming post - scanning items, handling and recording in an appropriate manner
•Creating presentations, reports and other documentation as required by the Financial Adviser
•Individual workflow and task delivery
The role holder will keep up to date with legislative and industry changes which affect the business and its clients.
The role holder may from time to time be required to undertake reasonable additional or other duties as are necessary to meet the needs of the business.
Skills / Experience / Qualifications:
Understanding of the financial planning process (E)
Able to work within defined business processes (E)
Prioritise and plan own workload (E)
Detailed and accurate (E)
Excellent IT skills (E)
Good knowledge of financial services software (D)
As a key part of our small team; attitude is everything! You will need to be highly efficient, organised, and be able to multi-task and prioritise accordingly. Good communication skills and excellent telephone manner are a must. You will have strong attention to detail, a ‘hands-on’ approach and be capable of independently completing required functions whilst also liaising effectively with other team members. In return we provide a flexible working environment.