Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Job title: Administrator
Reporting to: Operations Manager
Date of Issue: July 2026

The role is to provide administrative support to the Advisers and Office Manager, ensuring the efficient processing of client business and delivery of a high standard of client service.

The successful candidate will work as part of a small administration team within the Chester office, where collaboration, communication, and mutual support are essential. Whilst based in a smaller local office, they will also play an important role within the wider business, working alongside colleagues across the company and contributing to the delivery of excellent client outcomes.

The role requires a high level of accuracy, strong attention to detail, excellent organisational skills, and the ability to communicate professionally with clients, advisers, providers, and colleagues.

• Prepare basic client reports and supporting documentation.
• Support advisers by collating information and documentation in preparation for client meetings.
• Use provider platforms to:
• Add expectations for new monies.
• Process fund switches.
• Purchase and sell funds.
• Process ad hoc income withdrawal requests.
• Process Letters of Authority.
• Submit new and top-up business to provider platforms, ensuring all required compliance documentation has been provided.
• Update Intelligent Office with new business details and upload all relevant documentation.
• Prepare annual review packs and support advisers with pre-meeting preparation.
• Produce annual review reports and complete follow-up actions.
• Process all investment and pension administration activities.
• Print, prepare and package client reports and documentation for meetings and client correspondence.
• Answer incoming telephone calls and respond to client and provider enquiries in a professional and timely manner.
• Assist with the handling and distribution of incoming and outgoing post.
• Support the smooth day-to-day running of the Chester office.
• Assist with ad hoc projects and other administrative duties as required.

• Manage workload efficiently and accurately to support new business processing and ongoing client servicing activities.
• Maintain accurate client records and ensure information is updated promptly within business systems.
• Prioritise tasks effectively while maintaining a consistently high standard of accuracy and attention to detail.

• Handle client telephone calls and email enquiries in a professional and timely manner.
• Liaise with provider platforms regarding client instructions, transactions and outcomes.
• Build and maintain positive relationships through the delivery of excellent client service.

• Work collaboratively within the Chester administration team, supporting colleagues and contributing to a positive working environment.
• Build strong working relationships with advisers and colleagues across the wider business.
• Support advisers throughout the client journey, from meeting preparation through to business processing and implementation.
• Collaborate with colleagues in other offices to share knowledge, support business objectives and deliver a consistent client experience.
• Assist colleagues during busy periods and contribute to the overall success of the business through effective teamwork and communication.

This job description may be reviewed and subsequently amended to better reflect any changes required in the role.

• Minimum of one year’s experience within the IFA or Financial Services industry and experience using provider platforms (preferred).
• An experienced IFA Administrator is preferred; however, candidates with strong administrative experience, excellent attention to detail and a willingness to learn will also be considered.

• Previous experience within the IFA market (advantageous).
• Experience of new business processing.
• Strong administrative and IT skills.
• Ability to learn new systems and software quickly.
• Ability to work independently while contributing effectively as part of a team.
• High levels of accuracy and attention to detail.

• Excellent interpersonal, verbal and written communication skills.
• Strong organisational skills with the ability to manage and prioritise workload effectively.
• Ability to build positive working relationships and work collaboratively within a team.
• Willingness to support colleagues and contribute to a collaborative culture.
• Ability to identify issues and escalade appropriately.
• Flexible and adaptable approach to change.
• Excellent timekeeping and reliability.
• Professional, positive and client-focused approach.
• Ability to maintain confidentiality and handle sensitive information appropriately.