Purpose of Role
To provide exceptional quality technical and general administrative support to the Private Client Director of a successful team. This is a demanding role assisting the Private Client Director in delivering an outstanding holistic financial planning service to new and existing clients of the firm, who typically have complex planning needs. This full-time, fixed-term role will cover a 15-month period of maternity leave, with an initial 3-month handover period. The role will suit an experienced Technical Administrator who enjoys working autonomously in a driven and high-performing team.
Due to their independence, they can provide teams with a wealth of expertise and experience in the financial services industry that can give clients unbiased advice that is in their best interests. Because doing what is right for their clients is best for their business, they based their company's foundation on integrity and trust.
The Chartered Insurance Institute has granted our client Corporate Chartered status - the benchmark for financial planners in the industry that demonstrates moral behaviour and competence, professional and educated counsel, a dedication to offering support and service, and superior quality.
The job entails, but is not limited to:
Client servicing and meeting preparation
• Deliver the best level of client care possible while maintaining exceptional long-term connections by working with the team's private client administrator.
• When requested, prepare for and attend customer meetings while taking thorough written notes and following up on any administrative or technical issues.
• Apply the proper procedures and protocols when submitting new business to providers.
• Collect client data to allow Annual Suitability Reviews.
• Obtain literature, examples, and forms from the suppliers and fill the essential customer information in advance.
• Create application forms and other paperwork for client approval or signature.
• Communicate with product suppliers to guarantee that all applications are received and finished. Attend to unfinished business while keeping the team's other members updated as needed.
• Utilise Intelligent Office to create precise client portfolio valuations and statements.
• Execute trades and aid in portfolio rebalancing as necessary.
• Close plans on Intelligent Office properly and promptly, and make sure any applicable income projections are met.
• Respond to technical and difficult customer inquiries as instructed by the Private Client Director
• Create Voyant cashflow models ahead of client meetings if the Private Client Director requests it.
• Help the Private Client Director create thorough and understandable appropriateness letters.
• Be willing and able to put in extra effort when necessary to meet tight deadlines, which may occur from time to time.
Correspondence and client files
• Make sure that all customer data is correctly stored on internal systems (iO and Volume), including meeting notes and all written and electronic correspondence with clients and providers.
• Ensure that client agreements are in place, signed, recorded, and stored to the DMS, including fee schedules.
• Organise and maintain client electronic files so they are readily available.
• Use iO to track and precisely record activities as you schedule, and handle follow-up tasks related to client meetings and business submissions.
Compliance with FCA and company procedures
• Make sure the team follows FCA and internal compliance guidelines, and that all customer files and information is kept private and compliant.
• Report any suspicion of a complaint to the adviser and follow the proper steps in the complaints management process.
• Adhere to anti-money-laundering procedures and GDPR standards
• Follow the steps for risk profiling, record the score in iO, and save the risk profile to the DMS.
• Keep track of and store any pertinent communications.
• Arrange and plan meetings according to an annual timetable on behalf of the Private Client Director and team.
• 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
• Respond to client inquiries in a timely and professional way.
Experience and Qualifications
The successful candidate will:
• Have five or more years of experience in a position requiring technical administration and direct interaction with high net worth clients in a relevant area of the financial services business.
• Possess in-depth knowledge of iO (or a comparable system) and the necessary product and process expertise to effectively execute an administrative job.
• Possess exceptional IT abilities, with a focus on Microsoft Office products. The ability to use Excel proficiently will be advantageous.
• Exhibit superb written communication abilities and a keen eye for detail.
• Understand the requirements of Financial Services teams, as well as FCA laws and compliances, in order to perform the position efficiently.
• Industry-specific credentials will be a unique benefit.
We need someone who will:
• Meet hurried deadlines while maintaining your composure under pressure from a busy team, a heavy workload, and intricate client requirements.
• Display focus and drive in providing clients, outside parties, and co-workers with an excellent level of customer service.
• Support the adviser team and clients in an enthusiastic and proactive way.
• Exhibit good professional judgement, the capacity to work successfully on one's own initiative, and a practical, creative, and solution-focused attitude to problem resolution.
• Always be on time, presentable, and professional.
Location: Flexible London and Home-based
Salary: £35-40K dependent on experience. Full benefits are also available, together with a discretionary bonus scheme.
Hours of work: 37.5 hours per week