Financial Planning Administrator

• Answer calls and emails, deal with client queries, and record all client communications on IO in line with firm policy.
• Prepare meeting packs ahead of client appointments, book review meetings, and proactively chase clients for outstanding information.
• Issue policy documents and correspondence to clients.

• Submit new business applications online and on paper in line with firm procedures, and process transfers and fund switches.
• Liaise with product providers and other third parties and track cases through to completion.

• Process letters of authority and obtain plan and fund values, illustrations, KFDs/KIIDs, ceding-scheme information and product details for analysis.
• Produce illustrations and comparison quotations to defined inputs.

• Maintain accurate client records and documentation on Intelliflo and file in chronological order.
• Ensure all files worked on are compliant with the firm's procedures and with FCA and Consumer Duty expectations, and report any breach or complaint promptly.

• Update portfolios and valuations for annual reviews, prepare review packs, and maintain the servicing diary and next-review dates.

• Essential: proven administrative experience within a financial planning or IFA firm, and a working understanding of the advice process and adviser workflow.
• Desirable and typical: CII Level 3 Award in Financial Administration (FA1 Life office administration, FA2 Pensions administration) or the Certificate in Financial Services. There is no mandatory qualification for the role, but study support toward CII or CISI exams is normal and progression is encouraged.
• Knowledge: Treating Customers Fairly and Consumer Duty in day-to-day work, KYC and AML basics, and the firm's compliance procedures.

• Accuracy and strong attention to detail.
• Organisation: able to prioritise and plan own workload and meet service levels.
• Able to work within defined business processes and achieve agreed outcomes without close supervision.
• Clear written and verbal communication, and confidence dealing with clients by phone, email and portal.
• Team working and a professional, client-first manner.

Intelliflo (iO) back office;
Microsoft Word, Excel and Outlook; provider portals and e-signature tools. Exposure to illustration and comparison tools.