Private Client Administrator

  • Job Reference: 00000708-1
  • Date Posted: 18 January 2023
  • Recruiter: Independent Resourcing Consultancy
  • Location: Central London
  • Remote Working: Some remote working possible
  • Salary: £26,000 to £30,000
  • Bonus/Benefits: Full benefits are also provided
  • Sector: Administration, Other Financial Services Jobs
  • Job Type: Permanent
  • Contact: Eamon Behan
  • Email:

Job Description

Purpose of role

To provide administrative support to the Private Client Director and other members of this successful, client-facing team. This is a busy role assisting the team in delivering an outstanding holistic financial planning service to new and existing HNW clients, who typically have high expectations and complex planning needs. The role will suit a confident, experienced Private Client Administrator, who enjoys working autonomously, has exceptional attention to detail and the ability to work to tight deadlines. IO skills are a prerequisite for this role.

About us

We are a boutique wealth planner, asset manager and employee benefits specialist. As we are independent, this allows us to provide objective advice that is aligned to client’s best interests, delivered by teams steeped in financial services knowledge and experience. We have built our company on integrity and trust, because doing what is right for our clients in best for our business.


The role comprises, but is not restricted to:

1. Administrative duties

General administration

  • Fielding calls and email queries as appropriate, acting on all non-technical queries in a professional and timely manner, and distributing to relevant members of the support team if required.
  • Processing client risk questionnaires.
  • Filing the teams post and client related documents to the virtual filing cabinet.
  • Assisting with all other general administration actions as required.
  • Printing, scanning, and posting hard copy correspondence for the team when working remotely.
  • Handling all mass mail outs to clients on behalf of the team.
  • Completing client based Anti-Money Laundering requirements.
  • Diary management – arranging meetings both internally and externally on behalf of the Private Client Director and wider team.
  • On behalf of the Private Client Director specifically; collating and recording expenses, updating CPD requirements and making reservations on an ad hoc basis.

2. Client servicing and meeting preparation

  • Assist with cash management control on client accounts (bonds, SIPPs, etc).
  • Record and file all relevant correspondence.
  • Recording client data on IO, ensuring information remains up to date and creating fact finds when required.
  • Assisting with the preparation of meeting packs for client meetings and Annual Suitability Reviews.
  • Producing accurate client portfolio valuations and statements, predominantly using Excel.
  • Complete and assist with trades and portfolio rebalancing, as required.
  • Follow Anti-Money Laundering Procedures and comply with the requirements of GDPR.
  • Using appropriate systems and processes to submit new business to providers.
  • Preparing application forms and other documents for client signing or approval, liaising with product providers to ensure all applications are received and completed.
  • Liaising with clients and providers for relevant paperwork and information.
  • Compliance with FCA and company procedures
    Assist the team in complying with FCA and internal compliance procedures, ensuring all client files and information remain compliant and confidential.
  • On occasion, sitting in on client meetings and taking notes.
  • Notify the adviser of any suspicion of a complaint and follow appropriate procedures within the complaints handling process.
  • Follow risk profiling procedures, record risk profile score in iO and save risk profile to the DMS.

Experience and Qualifications

The successful candidate will have:

  • 2+ years’ experience working in a related administrative role, ideally within a financial services / IFA setting.
  • Demonstrable experience of delivering client service at the highest level.
  • Basic technical knowledge covering pensions and investments, ISAs, bonds, trusts and protection will be an advantage, but is not essential.
  • Sufficient understanding of the needs of Financial Services teams, FCA rules and compliances to effectively carry out the role.
  • A high degree of competency in Microsoft Office packages, with an excellent working knowledge of Excel.
  • Excellent written and verbal communication skills with a high level of attention to detail.
  • Good working knowledge of iO and other systems / software used by the firm to perform the role.


We need someone who can:

  • Work to pressing deadlines, being personally resilient and able to handle the pressure of a busy team and a demanding workload.
  • Demonstrate the ability to work well under own initiative with a common-sense approach to day-to-day duties.
  • Assist the Private Client Director team and clients in an enthusiastic and proactive manner, using organisation, time management and prioritising skills. A high level of organisation is a must, as is a keen attention to detail.
  • Demonstrate focus and motivation in delivering an exceptional level of customer service to clients, third parties and colleagues.
  • Build strong proactive working relationships with the Private Client Director, the Senior Paraplanner (who is the line manager) and the Senior Administrator (who will deal with daily oversight and delegation of tasks), as well as with the wider team, for whom they will provide administrative support, alongside clients and providers.


Location: Central London (1-2 days per week; more during initial training/induction) with hybrid working flexibility.

Salary: Dependant on experience but expected to be in the range £26-30k. Full benefits are also provided.  

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 to meet the demands of client meetings and pressing deadlines.


Next Steps 

Does this sound like an opportunity that aligns with your career ambitions? 

For this immediate opportunity please forward your CV to Eamon Behan today!

We look forward to starting your journey with you!