IFA Admin

IDEX Consulting; Cardiff; On-site; GBP 21,000 - 27,000; Full time

Job summary

IDEX Consulting is seeking an organised and proactive administrator to support its client servicing function in Cardiff. You will work with Advisers and the Administration Manager to keep client cases progressing smoothly and provide professional, responsive service.

The role emphasizes diary coordination, document preparation, and liaison with clients and third parties to gather required information and progress cases efficiently.

Qualifications

• Previous experience in a customer-focused administrative role.
• Experience acting as an initial point of contact for Advisers and/or clients.
• Strong diary management and appointment scheduling skills.
• A professional and welcoming approach when dealing with clients and visitors.

Responsibilities

• Provide reliable administrative support to Financial Advisers.
• Coordinate diaries, arrange appointments and manage meeting schedules.
• Communicate with clients via phone, email and online portals to obtain information.
• Follow up with product providers and third parties to obtain outstanding information.
• Prepare documentation, reports and meeting materials ahead of client appointments.
• Assist with processing and administration of new business from submission through to completion.
• Produce illustrations, projections and valuations as required.
• Prepare invoices and maintain adviser remuneration records; follow up on payments.
• Handle correspondence, ensure it is distributed to Advisers within timescales.
• Review and action allocated tasks to manage priorities across client portfolios.
• Maintain accurate records of client and Adviser communications; audit trails on systems.
• Collaborate with internal teams, Advisers, providers and external contacts to meet client needs.

Skills

Diary management

Client service

Communication

Attention to detail

Team collaboration

Data handling

Documentation

Tools

Curo

Dynamic Planner

Job description

Role Overview

This position provides essential administrative support to the client servicing function, helping to ensure Advisers and clients receive an efficient, professional and responsive service. Working alongside the Administration Manager/Team Leader and wider administration team, you will play an important role in keeping client cases and day-to-day activities progressing smoothly.

Key Responsibilities

• Provide reliable and proactive administrative support to Financial Advisers
• Coordinate Adviser diaries, arrange appointments and manage client meeting schedules
• Communicate with clients via telephone, email and online portals to obtain information and documentation required to progress cases
• Follow up with product providers and other relevant third parties to obtain outstanding information or requirements
• Prepare documentation, reports and meeting materials ahead of client appointments
• Assist with the processing and administration of new business from initial submission through to completion
• Produce and update illustrations, projections and valuations as required
• Prepare invoices and maintain accurate records of adviser remuneration, following up with providers and clients where payments or information remain outstanding
• Handle incoming and outgoing correspondence, ensuring post is opened, prioritised, scanned and distributed to the appropriate Adviser within agreed timescales
• Review and action allocated tasks and activities, ensuring priorities are managed effectively across your client portfolio
• Maintain accurate records of client and Adviser communications, ensuring appropriate notes and audit trails are recorded on the relevant systems
• Work collaboratively with internal departments, Advisers, providers and other external contacts to ensure client requirements are dealt with promptly
• Follow all company policies, procedures, compliance requirements and training & competence standards

Essential Experience and Skills

• Previous experience in a customer-focused administrative role
• Experience acting as an initial point of contact for Advisers and/or clients
• Strong diary management and appointment scheduling skills
• A professional and welcoming approach when dealing with clients and visitors
• Ability to work collaboratively and contribute positively as part of a wider team
• Experience handling and maintaining accurate client information and data
• Confidence communicating with clients and third parties by telephone, email and online platforms
• Experience preparing documentation and meeting materials
• Strong attention to detail when recording conversations, instructions and actions to maintain an accurate audit trail
• Experience processing, organising and distributing incoming correspondence
• Ability to build effective working relationships across different teams and business functions
• Strong organisational skills, with the ability to manage competing priorities and deadlines

Desirable Experience

• Familiarity with financial planning or wealth management administration
• Experience using Curo and/or Dynamic Planner
• Understanding of data quality, file oversight and administrative controls
• Experience monitoring the progress and quality of client-related activity

Personal Attributes

The successful candidate will be organised, approachable and detail-focused, with the ability to manage a varied workload while maintaining a high standard of client service. They should be comfortable working independently while also contributing to a collaborative team environment.

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Our Diversity, Equity and Inclusion Mission

At IDEX, we strive for an inclusion-first company culture where everyone is treated fairly and can bring their authentic selves to work. We recognise and acknowledge that diverse representation at every level of our business requires continuous and measurable effort. We are committed to driving conscious inclusion across our business and creating equitable pathways.