IFA Private Client Administrator

  • Job Reference: 1274
  • Date Posted: 17 June 2022
  • Recruiter: Independent Resourcing Consultancy
  • Location: London
  • Remote Working: Some remote working possible
  • Salary: On Application
  • Bonus/Benefits: Attractive and commensurate with position and experience.
  • Sector: Other Financial Services Jobs
  • Job Type: Permanent
  • Contact: Eamon Behan
  • Email: eamon@ircfs.com

Job Description

The Opportunity

Independent Resourcing Consultancy (IRC) is delighted to be recruiting for an experienced IFA Private Client Administrator for an extremely well run, well-established, boutique Wealth Management / IFA firm based in London.

Role overview

This newly formed post, which reports to the Group Administration Manager, will assist the Central Administration Team in providing superior administrative and technical support to the Wealth client-facing teams. An experienced IFA administrator with a thorough understanding of Intelligent Office (iO) as a back-office system will be ideal. The role will largely provide ad-hoc and rotating coverage for our team of 20 administration workers who work across 15 client teams, with a focus on assisting with the integration of new teams / acquisitions and training new administration staff.

Role requirements

Providing administration support across client-facing admin teams

  • Ad-hoc team-based administration support to cover, for example, holiday or sickness absences, temporary increases in workload or ad-hoc data cleansing work
  • Support the transition and integration of administration work as a result of acquisition projects or new adviser induction
  • Process and submit new business to providers and ensure applications are completed
  • Ensure client data is accurately maintained on iO and Volume (our DMS), including all written and electronic communication with clients and providers and meeting notes
  • Prepare documentation for client meetings, including literature, illustrations and forms from providers. Pre-complete application forms and other documents for client signing or approval where necessary and use DocuSign where appropriate
  • Ensure client agreements, including fee schedules, are in place and signed, documented and saved to the DMS and that all client records are up to date on iO
  • Schedule and manage follow up tasks relating to client meetings and business submissions, using iO to monitor and accurately record tasks
  • Produce client portfolio valuations and statements and assist with trades and portfolio rebalancing if required
  • Close plans correctly on iO in a timely manner and ensure income expectations are entered on the system and settled if required
  • Follow risk profiling procedures using FinaMetrica, record risk profile score in iO and save risk profile to the DMS
  • Comply with FCA and internal compliance procedures, ensuring all client files and information remain compliant and confidential and internal procedures are followed e.g. complaints, anti-money laundering and GDPR
  • Assist and work collaboratively with other members of the Central Administration Team with the training and development of new client-facing administrators
  • Provide hands-on back-office system training for new admin staff
  • Provide administrative training for new admin staff (where required)
  • Act as a ‘buddy’ for new administrators, helping them settle into the business and be the first point of call for queries
  • Assist in the preparation and maintenance of training documentation for admin staff.
  • Intelligent Office project work 
  • Data auditing and data-focused project work relating to improvement of data quality, acquisitions and new adviser hires, improvement of MI reporting, historical data cleansing and any work associated with improving the efficiency of iO as a back-office system


    Experience and Qualifications


  • 2-3+ years’ experience within the independent sector of the financial services industry, in a relevant administration role
  • 2-3+ years’ experience using iO in an IFA administration role and a talent for working with systems and managing data effectively (candidates lacking the necessary iO experience will not be considered for the role)
  • Sound technical knowledge covering pensions, investments, and protection and the underwriting process
  • Demonstrable experience of delivering client service at the highest level
  • Excellent written and verbal communication skills with high attention to detail
  • Excellent IT skills, being highly proficient in the use of Microsoft Office packages with at least intermediate Excel knowledge
  • Understanding of the needs of Financial Services teams and FCA rules and compliance
  • Relevant industry qualifications will be an advantage but are not essential.




  • Assist the adviser teams and clients in an enthusiastic and proactive manner, using organisation, time management and prioritising skills and adapting easily to the working styles of our different client teams
  • Work to pressing deadlines and be able to handle the pressure of working across a range of busy teams with complex client needs
  • Demonstrate focus and motivation in delivering an exceptional level of customer service to clients, third parties and colleagues
  • Demonstrate sound professional judgement, the ability to work well under own initiative, and a common-sense, innovative and solution-focused approach to problems
  • Be a quick learner, rapidly picking up knowledge of the company’s services, products, sales policy, compliance and administration procedures
  • Happy to play a hands-on role e.g. getting involved with data cleansing work, providing absence cover or adapting to other unexpected priorities.


Location: London/home-based (hybrid). We are able to offer a great deal of flexibility in terms of where the role is based.


Hours of work: 37.5 hours per week, office hours 9am to 5.30pm. It may be necessary to occasionally work outside of normal office hours in order to meet the demands of clients and pressing deadlines.



Dependent on experience, but expected to be in the range of £30K - £35K. Full benefits are also available, together with a discretionary bonus scheme.


If you have the required experience and qualifications, and are looking to make a career leap with a progressive financial services firm and be part of the journey with them, please get in touch with IRC today 0207 692 5668 or eamon@ircfs.com