IFA Administrator

Swarm Recruitment is delighted to be partnering with a Chartered Financial Planning firm that has been helping clients achieve their financial goals since 1986. Based in Poole, our clients provide truly independent financial advice to over 1,000 clients and manage more than £350 million of assets. The business has built an outstanding reputation for delivering high-quality financial planning and exceptional client service, underpinned by a friendly, supportive culture and a commitment to developing its people.

Due to continued growth, the firm is looking to recruit an experienced IFA Administrator to join their expanding team. This is an excellent opportunity for someone with experience within an IFA or Wealth Management environment who is looking to build a long‑term career within Financial Services. The successful candidate will play a key role in supporting the firm's Financial Advisers, Research & Planning team, and clients, helping to deliver an exceptional client experience throughout the financial planning journey.

The business has a strong track record of developing employees internally and is looking for someone who has the potential to progress into a senior administration position within the next 12 months.

• Provide administrative support to Financial Advisers and the wider operational teams.
• Manage client communications via telephone, email, written correspondence, and face‑to‑face interaction.
• Process and manage Letters of Authority (LOAs).
• Prepare client review packs, valuation reports, and meeting documentation.
• Maintain accurate client records and update company systems.
• Utilise the firm's CRM system to manage workflows and ensure service standards are met.
• Support advisers and the Research & Planning team with day‑to‑day administration.
• Answer incoming telephone calls professionally and efficiently.
• Ensure all work is completed in accordance with FCA regulations and company procedures.
• Participate in team meetings and contribute to continuous improvement initiatives.
• Assist with wider operational and administrative tasks as required.
• Undertake ongoing training and development to enhance technical knowledge and career progression.

• Minimum 2 years’ experience within an IFA, Wealth Management, or Financial Planning environment.
• Previous experience in an Administration or Client Service role.

• Strong client service and communication skills.
• Experience preparing client review documentation and supporting advisers.
• Understanding of financial planning products including pensions, investments, and protection.
• Experience using Intelligent Office (IO) is highly desirable.
• Strong Microsoft Office skills including Word, Excel, and Outlook.
• Excellent organisational skills and attention to detail.
• Ability to prioritise workloads and manage multiple tasks effectively.
• Positive and proactive attitude with a desire to develop within Financial Services.

• Discretionary Annual Bonus.
• Bank Holidays.
• Additional Day Off on Year End and New Year.
• Company Pension Scheme.
• Death in Service Cover (4x Annual Salary).
• Personal Financial Review with an In‑House Financial Adviser.
• Fully Funded Professional Qualifications and Exams.
• Personalised Training & Development Plans.
• Regular Social Events and Teas.
• Salary Review and Increase Upon Progression into a Senior Role.

• Full‑Time Permanent Position.
• Standard
  
  Hours:
  
  8:30am – 5:00pm.
• One Hour Lunch Break.
• Flexible Working Available.
• Condensed Hours Considered.
• Office‑Based During Initial Training Period.
• Hybrid Working Available Following Successful Training.