Senior IFA Administrator

Senior IFA Administrator

Would you like an opportunity to work for one of the 100 IFA firms in the country who has been awarded Corporate Chartered status by the Chartered Insurance Institute – the industry gold standard for financial planners evidencing ethical practice, professional, competent and knowledgeable advice, and a commitment to providing service and support of the highest quality.

Specialising in wealth planning, asset management and employee benefits.   As they are independent, this allows them to provide objective advice that is aligned to client’s best interests, delivered by teams steeped in financial services knowledge and experience. They have built their company on integrity and trust, because doing what is right for their clients in best for their business.

Reporting to the Group Administration Manager, this new role will support the Central Administration Team in ensuring the efficient and effective use of our back-office system, Intelligent Office (iO). It will include project work relating to data integrity, maintenance and development of admin processes, and technical support for client-facing admin teams in relation to the accurate use of the system. As part of a long-term succession plan, the role does have the potential to develop into a more senior role over a 2-3 year period.

Accountabilities

Working closely alongside the Group Administration Manager and Data & Systems Coordinators, the role includes, but is not limited to:

Supporting the effective use of iO to ensure the highest quality client service and role efficiency for client-facing administrators

• Responsible for data auditing and monitoring, working closely with client-facing administrators to ensure that all documents, communications and client data are accurately maintained, and that clients receive a robust and efficient service that is consistent across teams
• Responsible for data-focused project work relating to improvement of data quality, acquisitions and new adviser hires, improvement of MI reporting, historical data cleansing and any work associated with improving the efficiency of the use of iO as a back-office system
• Conducting regular reviews of existing administration processes, support in the development of the system and projects to streamline and improve processes
• Assisting with the management and implementation of Provider Agencies and online access
• Assisting in the development, management and monitoring of KPIs for administration teams.

Administration support across client-facing admin teams

• Although not expected to be a key element of the role, you may at times provide ad-hoc team-based administration support to cover, for example, holiday or sickness absences, temporary increases in workload or ad-hoc data cleansing work
• Support the transition and integration of administration work as a result of acquisition projects or new adviser induction.

Training documentation and delivery

• Help with the delivery of training and systems support for new and existing admin staff, contributing to the design, implementation and enhancement of training programmes as required (covering iO, Volume (our DMS) and any other central system requirements)
• Assist in the preparation and maintenance of training documentation for admin staff, including iO, compliance, regulatory requirements, financial products and other company requirements.

In addition, the role will encompass some of the following duties:

• Working with the Compliance Department to ensure that processes meet with their requirements
• Supporting the team with the provision of accurate MI reporting
• Providing support and liaison between the accounts department and admin teams.

Experience and Qualifications

• 2-3+ years’ experience within the independent sector of the financial services industry, in a relevant administration or operations role
• 2-3+ years’ experience using Intelligent Office in an IFA administration role and a talent for working with systems and managing data effectively (candidates lacking the necessary iO experience will not be considered for the role)
• Excellent written and visual presentation skills with high attention to detail
• Excellent IT skills, being highly proficient in the use of Microsoft Office packages including at least intermediate Excel knowledge
• Understanding of the needs of Financial Services teams and FCA rules and compliance
• A CII Certificate level qualification (and/or other relevant financial qualifications) will be an advantage.

Competencies

• Is a strategic thinker and a creative problem-solver, capable of finding solutions to difficult operational issues
• Has the ability to build strong relationships with internal stakeholders and gain consensus from devolved support teams
• Is a quick learner, rapidly picking up knowledge of the company’s services, products, sales policy, compliance and administration procedures
• Will support the financial planning teams in an enthusiastic and proactive manner using organisational, managing, and prioritising skills. A high level of organisation and self-motivation is important
• Is happy to play a hands-on role e.g. getting involved with data cleansing work, providing absence cover and/or adapting to other unexpected priorities
• Works well under pressure, using initiative and showing a high-level of attention to detail.

Additional Information:

• Location: home-based, with possible travel to the Weybridge and London office 1-2 days per week (not initially).
• Hours of work: 37.5 hours per week, 9am to 5.30pm (a degree of flexibility is possible). It may be necessary to occasionally work outside of normal office hours to meet the demands of client meetings and pressing deadlines.
• Salary: dependent on experience, but expected to be in the region of £30,000 – £40,000

Full benefits are also available, together with a discretionary bonus scheme.