Administrator - Financial Planning

Charles Stanley & Co.; Easter Howgate; On-site; GBP 25,000 - 35,000; Full time

Job summary

A financial planning firm in the UK is seeking a motivated individual to join their Financial Planning team. The candidate will be responsible for managing client information, preparing documentation, and supporting Financial Planners. Ideal candidates should have 1–4 years of experience in financial planning support and demonstrate strong customer service skills. Attention to detail and effective communication abilities are essential in this collaborative and client-focused role.

Qualifications

• 1–4 years of experience in Financial Planning Support or 1 year as a trainee FP Assistant.
• Previous experience in customer service and general office duties.

Responsibilities

• Record and maintain client information using Intelligent Office (IO).
• Manage tasks and ensure timely updates within IO.
• Prepare pre-meeting packs to support Financial Planners.
• Facilitate client engagement letters with Financial Planners.
• Coordinate Annual Reviews with Financial Planners.
• Process new business submissions and handle client inquiries.
• Complete Anti-Money Laundering checks.

Skills

Customer service skills

Written communication

Verbal communication

Attention to detail

Tools

Intelligent Office (IO)

Job description

We’re looking for a motivated and detail-oriented individual to join our Financial Planning team. This role is perfect for someone who enjoys working collaboratively, supporting clients, and ensuring processes run smoothly. You’ll play a key part in helping our Financial Planners deliver excellent service, while developing your own skills in a supportive and inclusive environment.

Key Responsibilities

• Use Intelligent Office (IO) to accurately record and maintain client information.
• Manage tasks within IO, ensuring timely updates and monitoring progress.
• Prepare pre-meeting packs for new clients to support Financial Planners.
• Collaborate with Financial Planners to create client engagement letters.
• Facilitate and complete Annual Reviews in coordination with Financial Planners.
• Process new business submissions efficiently.
• Handle phone calls from clients and third-party providers with professionalism.
• Provide clear and helpful responses to client inquiries.
• Manage platform-related tasks, including new business submissions, cash management, and fund switches.
• Input client remuneration expectations into IO and generate invoices when required.
• Gather product information and valuations from provider websites.
• Liaise with life offices and IMS as needed.
• Submit Letters of Authority to Life Offices and collect relevant information.
• Complete Anti-Money Laundering (AML) checks, including ID verification and ID3 Global AML checks.
• Handle daily post, ensuring it is scanned and saved in client records.
• Retrieve client valuations from IO and Figaro.
• Keep Financial Planners updated on cases in progress.
• Coordinate with the Paraplanning/review team to ensure timely production of client reports and reviews.
• Support the management of Trusts and Death Claims.
• Promote awareness of Anti-Money Laundering Rules and ensure compliance within the department.

Experience

• Previous experience in customer service and general office duties.
• 1–4 years of experience in Financial Planning Support, or at least 1 year as a trainee FP Assistant.

Knowledge & Skills

• Strong customer service skills and a client-first mindset.
• Clear and effective written and verbal communication abilities.
• Excellent attention to detail.