IFA Administrator

Key Responsibilities

• Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally.
• Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations.
• Process new business and related documentation accurately, taking ownership of the full lifecycle of transactions.
• Maintain up-to-date client records within internal systems and produce valuations as required.
• Implement adviser recommendations and handle adviser charge, fee, and commission enquiries.
• Provide general administrative support to ensure high standards of client service.

• Ensure all activities comply with FCA regulations, Treating Customers Fairly (TCF) principles, and internal policies.
• Support compliance reviews and resolve outstanding file queries.

• Build and maintain strong working relationships with advisers, colleagues, and external providers to deliver an efficient service.
• Liaise across departments and offices in a professional manner.

• Manage incoming enquiries, telephone calls, and meeting arrangements, including room bookings and visitor coordination.
• Maintain electronic filing systems and assist with general office administration.
• Contribute to project work and process improvement initiatives.

• Complete mandatory training and engage in ongoing personal development.
• Uphold company values and ensure a positive client experience in all interactions.
• Undertake additional duties as required.

Skills, Knowledge and Expertise

• Excellent communication skills, both written and verbal, with the ability to build strong relationships.
• Proficient in Microsoft Office applications (Word, Excel, Outlook) for accurate documentation and reporting.
• Strong planning, organisational, and prioritisation skills to manage multiple tasks effectively.
• High attention to detail and accuracy in all work.
• Ability to adapt to a fast-paced, changing environment and meet tight deadlines.
• Proactive approach to identifying process improvements and driving efficiencies.
• Strong team player with the ability to work independently and use initiative.
• Customer-focused mindset, ensuring a positive client experience in all interactions.

• Previous IFA administration experience is essential, typically gained over approximately three years.
• Familiarity with new business processing and mortgage administration (desirable).
• Broad understanding of financial products and providers available on the open market (desirable).