Senior IFA Administrator

£30,000 - £42,000

Hybrid (3 days in office, 2 days work from home)

Role objective

The Senior Administrator is responsible for delivering high-quality administrative, operational and client servicing support to Financial Advisers and Paraplanners, while acting as a technical expert within the administration team. The role ensures the accurate and efficient delivery of client servicing, new business, investments and pensions administration, whilst maintaining high standards of regulatory compliance, client experience and operational excellence. The Senior Administrator also supports the continuous improvement of processes and provides guidance and assistance to colleagues where appropriate.

Key responsibilities

Client and adviser support

• Work closely with Financial Advisers and Paraplanners to provide ongoing administrative and servicing support to clients, operating as part of a pooled team where required.
• Support advisers by collating information, preparing documentation and coordinating actions before and after client meetings.
• Manage client and adviser requests through to timely resolution, ensuring communications are professional, accurate and aligned to company policies and procedures.
• Prepare client correspondence, forms and supporting documentation to a high standard.
• Assist with onboarding new clients and ensure new client records are created accurately and maintained on relevant systems.
• Answer telephone calls and handle client enquiries professionally, escalating where appropriate.

New business, investments and pensions administration

• Process new business and top-up submissions via relevant provider platforms, ensuring adviser instructions and compliance requirements are complete before submission.
• Work with provider platforms to record expectations for new monies, process switches, complete fund purchases and sales, and administer ad hoc income requests.
• Manage the Letter of Authority process, proactively liaising with providers to obtain information and minimise delays to client servicing
• Support all investment and pension administration activity, ensuring tasks are completed accurately, efficiently and within agreed timescales.
• Generate fee expectations, invoices and related finance information in line with internal processes.

Client reviews and ongoing servicing

• Coordinate annual review preparation, including pre-meeting packs, follow-up actions and client annual review reports.
• Ensure client review meetings are arranged, monitored and completed in line with agreed service levels.
• Maintain accurate client records and back-office systems, ensuring all documentation is complete, up to date and compliant with regulatory and internal requirements.
• Undertake report writing support for advisers where required.

Planning, quality and team contribution

• Plan, prioritise and manage workload effectively to meet deadlines and support timely client outcomes.
• Identify issues, risks or delays early and escalate to the Operations Manager where appropriate.
• Contribute to ad hoc projects, platform migration work and process improvement initiatives as required.
• Work flexibly across propositions and teams, demonstrating a "one team" approach.
• Handle client and employee data securely and in accordance with data protection requirements and company policy.
• Follow company procedures and regulatory requirements when handling complaints, potential breaches or service issues.
• Support with training of administrative staff
• Complete personal learning, training and assessment activity in line with individual training and competence requirements.

Person specification

Knowledge and experience

• Previous administrative experience, ideally gained within financial services or the IFA market.
• Advanced working knowledge of Intelliflo Office (Intelligent Office).
• Experience dealing with provider platforms, new business processing, investments and pensions administration.
• Proficient in Microsoft Office and confident learning new systems and software.
• Understanding of the importance of data protection, confidentiality, accurate record keeping and regulatory compliance.

Skills and behaviours

• Excellent attention to detail and a strong commitment to accuracy.
• Clear, concise and professional communication skills, both verbal and written.
• Strong interpersonal skills with the confidence to build effective relationships with clients, advisers, colleagues and providers.
• Highly organised, with the ability to manage multiple tasks, prioritise effectively and meet deadlines.
• A collaborative, team-oriented approach with the ability to work independently when required.
• Flexible and adaptable, with a positive approach to change and continuous improvement.
• Ability to follow processes and procedures while using initiative to resolve non-standard issues, seeking support where appropriate.
• Excellent timekeeping and a professional approach to work.

Role level guidance

This is a Senior Administrator role suited to an experienced administrator with strong technical capability, a high level of accuracy and the confidence to support more complex client servicing, new business and provider platform activity with appropriate autonomy.