Administrator - Financial Services

Mistral Recruitment; Dorking; On-site; GBP 26,000 - 34,000; Part time

Job summary

Mistral Recruitment is supporting a Chartered Financial Planning practice in Dorking to recruit an experienced Financial Services Administrator. The role is office-based, 9-5, initially a 12-month FTC, with part-time options.

You will work with Advisers and Paraplanners to ensure client work is completed accurately and regulatory requirements are met. Responsibilities include preparing client meeting packs, processing investments, pensions and protection cases from application through to

Qualifications

• Experience in Financial Planning, Wealth Management or IFA environment.
• Strong knowledge of administration processes and client servicing.
• Excellent organisation and ability to manage multiple priorities.

Responsibilities

• Prepare client meeting packs and supporting documentation accurately and within agreed timescales.
• Process new investment, pension and protection business from application through to completion, ensuring all regulatory and compliance requirements are met.
• Prepare and process client transactions, including fund switches, withdrawals and other servicing requests.
• Maintain accurate and up-to-date client records using the company's CRM and business systems.
• Ensure all documentation is complete and accurately prepared before submission to the Paraplanning team.
• Carry out relevant calculations and administrative checks to support the advice process.
• Maintain high levels of accuracy whilst ensuring service standards are achieved.
• Provide proactive day-to-day administrative support to Financial Advisers.
• Manage adviser diaries, meeting arrangements and follow-up actions where required.

Skills

Financial planning admin

CRM systems

Microsoft Office

Organisational skills

Communication skills

Client service

Education

Financial services qualification

Tools

CRM software

MS Excel

Office 365

Job description

Dorking - Office Based - 9-5 initially 1 year FTC. Part time possible

Role Purpose

• Working closely with Advisers, Paraplanners and colleagues across the business, the role helps ensure client work is completed efficiently, regulatory requirements are met and an exceptional client experience is delivered throughout every stage of the financial planning journey.

Career Development Opportunity

• This role offers an excellent opportunity for an experienced Financial Services Administrator to further develop their technical knowledge and expertise within a Chartered Financial Planning practice.
• Working alongside experienced Financial Advisers, Paraplanners and colleagues across the business, the successful individual will continue to build their understanding of financial planning, regulatory requirements and client service whilst developing broader operational knowledge within a professional advice environment.

Client Administration

• Prepare client meeting packs and supporting documentation accurately and within agreed timescales.
• Process new investment, pension and protection business from application through to completion, ensuring all regulatory and compliance requirements are met.
• Prepare and process client transactions, including fund switches, withdrawals, surrenders and other servicing requests.
• Maintain accurate and up-to-date client records using the company's CRM and business systems.
• Ensure all documentation is complete and accurately prepared before submission to the Paraplanning team.
• Carry out relevant calculations and administrative checks to support the advice process.
• Maintain high levels of accuracy whilst ensuring agreed service standards are achieved.

Adviser Support

• Provide proactive day-to-day administrative support to Financial Advisers.
• Manage adviser diaries, meeting arrangements and follow-up actions where required.
• Liaise with product providers and administration centres to obtain client and policy information.
• Investigate and resolve adviser and client queries promptly and professionally.

Quality & Compliance

• Ensure all work is completed accurately and in accordance with company procedures and regulatory requirements.
• Promote high standards of accuracy, professionalism and client care.
• Maintain awareness of regulatory developments relevant to the role.
• Escalate risks, errors or concerns appropriately.

Knowledge, Skills & Experience

Essential

• Experience working within a Financial Planning, Wealth Management or Independent Financial Adviser (IFA) environment.
• Strong understanding of financial planning administration processes and client servicing.
• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
• Exceptional attention to detail and commitment to producing accurate, high-quality work.
• Strong communication and interpersonal skills, with the ability to build positive working relationships with colleagues, clients and external providers.
• Good working knowledge of Microsoft Office applications and client relationship management (CRM) systems.
• Ability to work independently whilst contributing positively to a collaborative team environment.
• Commitment to delivering excellent client service and maintaining high professional standards.

Desirable

• Minimum two years' experience within a similar Financial Services Administration role.
• Understanding of St. James's Place systems and processes.
• Relevant Financial Services qualification (or willingness to work towards a recognised professional qualification).
• Experience working within a regulated financial services environment.
• Knowledge of pensions, investments and protection products.

Key Competencies for Success in the Role

Self-Management

• Demonstrates professionalism, reliability and accountability.
• Manages workload effectively and consistently meets agreed deadlines.
• Maintains high standards of accuracy and attention to detail.
• Takes ownership of work and learns from experience.
• Demonstrates resilience and remains organised when managing competing priorities.

Communication & Collaboration

• Communicates clearly, professionally and respectfully with colleagues, clients and external providers.
• Builds positive working relationships across the business.
• Shares knowledge and supports colleagues where appropriate.
• Works collaboratively to achieve shared objectives.
• Adapts communication style to suit different situations and audiences.

Client Focus

• Delivers a professional and responsive service to clients at all times.
• Takes ownership of client enquiries and follows them through to completion.
• Understands the importance of building trust and confidence with clients.
• Recognises the importance of maintaining the firm's reputation through excellent client service.

Operational Excellence

• Produces accurate, high-quality work with minimal supervision.
• Prioritises work effectively to meet service standards and deadlines.
• Consistently follows company procedures and regulatory requirements.
• Identifies opportunities to improve efficiency and ways of working.
• Maintains organised and accurate records.

Technical & Professional Knowledge

• Demonstrates sound knowledge of financial planning administration processes.
• Maintains knowledge of industry developments and regulatory requirements relevant to the role.
• Uses business systems confidently and accurately.
• Demonstrates a commitment to continuous professional development.
• Applies technical knowledge to support positive client outcomes.

Company Values and Behaviours

Compassionate

• Takes time to understand the needs of clients and colleagues.
• Treats others with kindness, respect and professionalism.
• Supports colleagues and contributes positively to the wider team.
• Recognises the importance of delivering a positive client experience.

Responsible

• Takes ownership and accountability for their work.
• Maintains high standards of professionalism, accuracy and confidentiality.
• Acts with integrity and always works in the best interests of clients and the business.
• Recognises when support or guidance should be sought.

Full JD available