Experienced IFA Administrator - London

We are currently recruiting for a highly regarded boutique financial planner who are looking to recruit an experienced Administrator to join their team in London.

Purpose of Role
To provide exceptional quality administrative and technical support to companies Head of International Private Clients, and to other members of the team in advisory and technical roles. This is a busy role assisting the team in delivering an outstanding holistic financial planning service to new and existing clients, many of whom have an international dimension to their wealth management. The role will suit an experienced individual who enjoys working autonomously in a driven and high-performing team.

Responsibilities
The role comprises, but is not restricted to:
Client servicing and meeting preparation
• Use appropriate systems and processes to submit new business to providers
• Prepare documentation for client meetings (including literature, illustrations and forms from
providers and pre-complete full application forms and other documents for client signing or
approval)
• Liaise with product providers to ensure all applications are received and completed. Attend to
outstanding requirements, keeping other members of the team informed as necessary
• Produce accurate client portfolio valuations and statements
• Complete and assist with trades and portfolio rebalancing, as required
• Assist with cash management control on client accounts (bonds, SIPPs, etc)
• Close plans correctly on Intelligent Office in a timely manner and ensure income expectations
are settled, if relevant

Correspondence and client files
• Ensure all client information is accurately maintained on internal systems (IO and Volume),
including all written and electronic communication with clients and providers, and meeting
notes
• Ensure client agreements, including fee schedules, are in place and are signed, documented
and saved to the DMS
• Ensure electronic client files are organised and updated, and easily accessible
• Schedule and manage follow up tasks relating to client meetings and business submissions
using IO to monitor and accurately record tasks

Compliance with FCA and company procedures
• Assist the team in complying with FCA and internal compliance procedures, ensuring all client
files and information remain compliant and confidential
• Notify the adviser of any suspicion of a complaint and follow appropriate procedures within
the complaints handling process
• Follow Anti-Money Laundering Procedures and comply with the requirements of GDPR
• Follow risk profiling procedures, record risk profile score in iO and save risk profile to the DMS
• Record and file all relevant correspondence

General administration
• Provide agendas and information requests prior to client meetings, if required
• Assist with the production of management information, as required by central teams
• Assist with general administration as required ad-hoc scanning and filing
• Handle client queries in a professional and timely manner

Experience and Qualifications

The successful candidate will have:
• At last 3 years’ experience within the independent sector of the financial services industry, in a
relevant administration role family office or HNW/UHNW independent wealth
management rather than a provider
• Sound technical knowledge covering pensions and investments, all aspects of documentation
including Trusts and legal documents, and a good understanding of life policies, protection
and the underwriting process
• Demonstrable experience of delivering client service at the highest level
• Experience of using iO or equivalent system to perform an administrative role; knowledge of
Transact and international experience will be an advantage
• Excellent IT skills with a good working knowledge of Excel
• Excellent written and verbal communication skills with a high level of attention to detail
• Sufficient understanding of the needs of Financial Services teams, FCA rules and compliances
in order to effectively carry out the role
• Relevant industry qualifications will be an advantage but are by no means essential.

Competencies
They need someone who can:
• Work to pressing deadlines, routinely involving a level of time commitment beyond standard
working hours
• Be personally resilient and able to handle the pressure of a busy team, demanding workload
and complex client needs
• Assist the adviser team and clients in an enthusiastic and proactive manner, using
organisation, time management and prioritising skills and adapt easily to the working styles of
the two advisers in the team
• Demonstrate focus and motivation in delivering an exceptional level of customer service to
clients, third parties and colleagues
• Demonstrate sound professional judgment, the ability to work well under own initiative, and
a common-sense, innovative and solution-focused approach to problems
• Be punctual, presentable and professional at all times.