Senior Administrator

Senior Administrator

London

We are recruiting a highly organised and proactive Senior Administrator based out of our head office in London office.  Building and maintaining a solid business support team is paramount to the business’s success and will enable us to continue to deliver excellent service to our growing client base and support to our financial advisors.

This is an excellent opportunity for an experienced administrator. As a reward for your efforts, we will offer a competitive salary and benefits package along with opportunities for progression, support and training.  The majority of our colleagues work in a ‘hybrid’ style, with a mix of remote, in-person and in-office interactions dependent on the needs of the team, role and clients.

Role Objective

Provide exceptional administration service across all clients and advisers on an ongoing basis, in line with agreed service levels and standards.

Duties & Responsibilities

Client Servicing:

  • Use our back-office system to prepare new client packs and review packs for meetings
  • Producing accurate portfolio reports and valuations, ensuring that we have full authority on any given policy and that all the underlying data on the back-office system is correct
  • Obtaining literature, forms, quotes, illustrations and product details from providers at the request of advisers. Pre-completing basic client details on any application forms requested
  • Use tasks within the back-office system to track client servicing requirements and ensure that work is carried out to the required standard and within the specified timescale
  • Attend client meetings at the request of the adviser
  • Collect and collate data about, or from, the client and ensure that fact-finding information is up to date and accurate within the back-office system
  • Ensuring that Anti-Money Laundering Requirements are met for all new clients and updated for all other clients at the point of review or transaction.

New Business:

  • Liaise with product providers to ensure all applications are received, and completed and resolve any outstanding requirements, communicating with the relevant adviser as necessary.
  • Use the back office system to schedule follow-up tasks relating to business submissions.

Platform Administration

  • Transact any business on platforms including:
    • Adding new clients
    • Updating client information for existing clients
    • Ensuring transactions are processed as agreed in suitability and review reports
    • Processing fund switches and corresponding with discretionary fund managers
    • Setting up and processing regular and ad hoc contributions
    • Arranging regular and ad hoc income or withdrawals
    • Maintaining cash balances and reporting any issues to advisers
    • Processing any transfers and chasing up progress with the platform provider as necessary
    • Generating client reports

Company Compliance

  • Ensuring all tasks are carried out within FCA regulatory requirements.
  • Notifying advisers of any complaints receive and following appropriate procedures within the complaints handling process.
  • Recording all correspondence.
  • Ensuring that all dealings with clients are of an appropriate and entirely factual nature.

General Office Administration

  • Receive initial telephone, email or face-to-face enquiries from the public, clients and providers and ensure that they are dealt with efficiently being mindful of security (GDPR) and liaising with other colleagues where necessary
  • Communicate with clients to book appointments for adviser meetings
  • Record client communications (whether that communication is written, oral or electronic) including client-related communications with third parties. Client communications and client-related communications must be recorded on the client’s file on the back-office system
  • Attend and contribute to office monthly meetings, either on or off-site
  • Attend and contribute to weekly admin team meetings
  • Be committed to your own personal and professional development, keeping knowledge up to date and attending any relevant learning sessions or other training arranged by the company
  • Be prepared to cover for colleagues who may be absent.

Other

Undertake all other duties as reasonably required and directed.

Qualifications

You will have a minimum of 5 GCSEs grades 4-9 (A* – C) or equivalent Maths and English.

Knowledge and Experience

  • Good knowledge of investments, pensions, personal tax, estate planning and protection (mortgages and equity release where applicable)
  • Ability to perform basic tax calculations
  • Experience of maintaining good working relationships in the delivery of financial advice services or similar environment
  • Ability to acquire update and apply new skills and knowledge
  • Set own goals and want to deliver agreed targets.

Understanding of the Financial Planning process

  • Good organisational skills: ability to work on own initiative; prioritising tasks and managing conflicting workloads; working to and meeting deadlines
  • Good interpersonal skills and ability to communicate effectively, both verbally and in writing
  • Ability to work independently and in a team
  • Experience using Intelliflo is preferred but not essential as training will be provided.

IT Skills

  • Competent IT skills, including Word, Excel and Outlook
  • Experience in using financial services back office systems to perform roles and manage client data efficiently and consistently in line with internal processes.

Financial Skills

  • Ability to analyse financial issues and offer sound, reliable and professional advice
  • Ability to assess information, make comparisons and identify critical features
  • Ability to collate and present financial information
  • Ability to understand and analyse financial and non-financial data.

Personal Skills

  • Communication: Ability to communicate effectively both verbally and in writing, and to deal with individuals at all levels
  • Team working: Ability to contribute as part of a team, and deal with individuals at all levels within the business
  • Professional integrity: The strength of character to explain a professional point while having empathy with a customer
  • Relations with others: The personal qualities and skills that promote open and constructive relations with colleagues and customers
  • Flexibility: The flexibility for and commitment to continual service development and improvement
  • Be able to work within defined business processes.

 

If you are interested in learning more about this role or want to apply, please send your CV/Application to HR Manager Jo Nickell-Lean, jo.nickelllean@ellisbates.com.

 

*This Job Description may be reviewed and subsequently amended to better reflect any changes required in the role