IFA Administrator (Fixed Term Contract)

We are a team of Chartered Independent Financial Planners, recognised by the Chartered Insurance Institute (CII). Our chartered status reflects our commitment to a client-first approach, ethical practice, and continuous professional development. We provide holistic financial planning — covering wealth management, family protection, retirement planning, and property finance — while integrating ESG principles for clients who value responsible investing. Our financial planning team is growing rapidly, now nearly 50 strong, and we’re proud of the collaborative, values-driven culture we’ve built through organic growth and strategic acquisitions. We’re now looking for an experienced Client Services Executive with a strong background in IFA administration to join our team on a fixed-term contract until September 2027. This role offers an excellent opportunity to become part of a collaborative, fast-growing team and make a meaningful contribution to the delivery of outstanding client service. You'll support clients across a broad range of financial planning solutions, including pensions, investments, protection and platform-based products, helping to deliver positive outcomes and a seamless client journey. This is an opportunity to be part of a collaborative, fast-growing team where your work directly supports clients in achieving their financial goals. Key Responsibilities Client Service & Administration Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally. Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations. Process a range of new business applications across pensions, investments, protection and platform-based solutions, taking ownership of the full lifecycle through to completion. Maintain accurate client records within back-office systems and produce client valuations, portfolio reviews and investment reports as required. Manage policy servicing activities including fund switches, withdrawals, top-ups, premium amendments, beneficiary updates and client account maintenance. Obtain information from product providers, platforms and pension schemes, including valuations, illustrations, surrender values and transfer information. Prepare and submit pension and investment transfers, liaising with providers and monitoring cases through to completion. Implement adviser recommendations, process adviser remuneration instructions, and respond to queries relating to fees, charges and commissions. Provide general administrative support to ensure high standards of client service. Compliance & Quality Ensure client files contain all required documentation, including fact-finds, suitability reports, application forms and anti-money laundering documentation, in line with FCA requirements. Support compliance reviews and resolve outstanding file queries. Communication & Collaboration Build and maintain strong working relationships with advisers, colleagues, and external providers to deliver an efficient service. Liaise across departments and offices in a professional manner. Operational Support Manage incoming enquiries, telephone calls, and meeting arrangements, including room bookings and visitor coordination. Maintain electronic filing systems and assist with general office administration. Contribute to project work and process improvement initiatives. Professional Standards Complete mandatory training and engage in ongoing personal development. Uphold company values and ensure a positive client experience in all interactions. Undertake additional duties as required. Skills, Knowledge and Expertise Essential Experience Previous IFA administration experience is essential. Experience with new business processing and completing annual review packs. Experience with a range of financial products and providers. Essential Skills & Competencies Excellent communication skills, both written and verbal, with the ability to build strong relationships. Proficient in Microsoft Office applications (Word, Excel, Outlook) for accurate documentation and reporting. Strong planning, organisational, and prioritisation skills to manage multiple tasks effectively. High attention to detail and accuracy in all work. Ability to adapt to a fast-paced, changing environment and meet tight deadlines. Proactive approach to identifying process improvements and driving efficiencies. Strong team player with the ability to work independently and use initiative. Customer-focused mindset, ensuring a positive client experience in all interactions. Benefits