Senior Private Client Administrator

  • Job Reference: 00000469-1
  • Date Posted: 15 August 2022
  • Recruiter: Independent Resourcing Consultancy
  • Location: London
  • Salary: On Application
  • Bonus/Benefits: Expected to be in the range £35K+. Full benefits are also provided.
  • Sector: Administration, Client Services
  • Job Type: Permanent
  • Contact: Eamon Behan
  • Email:

Job Description

Purpose of Role

To assist two Private Client Advisors in a busy and successful team with superior technical and general administrative support. This is a demanding position that supports the Advisors in providing new and existing clients—often with high expectations and complex planning needs—with great, all-encompassing financial planning services. This full-time, permanent position will start off covering a 15-month maternity break and then continue in another team of client-facing advisers. The position will suit a competent senior IFA administrator who appreciates working independently as part of a motivated and high-performing client team.


The position includes, but is not limited to:

PA and general admin duties


• Arrange and schedule meetings on the Private Client Advisors' behalf

• Prioritise duties with the Private Client Advisors

• Responds to any non-technical phone and email inquiries as necessary.

• If necessary, provide agendas and information requests before client meetings.

• Help produce management information as needed by central teams

• Assist with administrative tasks as needed, such as sporadic scanning and filing

Client servicing and meeting preparation


• Help with the creation of meeting packs for client meetings and annual suitability reviews  

• Prepare application forms and associated paperwork for the client's approval or signature.

• Communicate with product suppliers to guarantee that all applications are received and finished.

• Utilise Intelligent Office to create precise client portfolio valuations and statements

• Execute trades and aid in portfolio rebalancing as necessary.

• Help with client account cash management controls (bonds, SIPPs, etc)

• Close plans on Intelligent Office properly and promptly, and make sure any applicable income projections are met.

Correspondence and client files

• Utilising iO to track and precisely record tasks, schedule and manage follow-up tasks related to client meetings and business submissions.

• Ensure that every piece of client data, including meeting notes, is accurately maintained on internal systems, such as Intelligent Office and the Document Management System (DMS), as necessary.

• Ensure that client agreements are in place, signed, recorded, and stored to the DMS, including fee schedules.

• Conduct customer risk tolerance tests and money laundering screenings

• Organise and maintain client electronic files so they are readily available.

Compliance with FCA and company procedures

• Assist the team in adhering to FCA and internal compliance processes, ensuring that all client files and information remain compliant and confidential. 

• Notify the adviser of any suspicion of a complaint and follow the relevant steps in the complaints handling process.

• Follow the steps for risk profiling, record the score in iO, and save the risk profile to the DMS.

• Keep track of and file any pertinent correspondence.

• Follow Anti-Money Laundering Procedures and comply with the requirements of GDPR

Experience and Qualifications

The successful candidate will have:


• A solid technical understanding of pensions and investments, ISAs, bonds, trusts, and protection, as well as five or more years of experience working in an IFA administrative function. 

• A track record of providing the best possible customer service

• Knowledge of using Transact, iO, or a comparable technology to carry out administrative duties

• Outstanding IT abilities and proficiency with Excel

• Strong attention to detail and superb written and verbal communication abilities

• Adequate knowledge of FCA rules and compliances, as well as the requirements of Financial Services teams, in order to perform the position

• Industry-specific credentials will be helpful, but they are not required.


We require someone who is able to:

 • Learn quickly, have the self-assurance to assume administrative responsibility for a busy client team.

• Work to tight deadlines and be able to manage the stress of a busy team, a demanding workload, and complex client needs.

• Help the adviser team and clients in a positive, proactive manner by being organised, managing your time well, and setting priorities.

• Exhibit attention and drive when providing clients, outside parties, and co-workers with great customer service.

• Work well on their own initiative and address problems with common sense.


Location: London and/or home-based.


Salary: Expected to be in the range £35K+. Full benefits are also provided.  


Hours of work: 37.5 hours per week