IFA Admin

IDEX Consulting; Sevenoaks; On-site; GBP 24,000 - 32,000; Full time

Job summary

IDEX Consulting Ltd in Sevenoaks, Kent, is seeking an organised administrator to support the client servicing function within a financial planning environment. You will work with advisers to keep cases moving, arrange meetings, and handle correspondence with clients and providers.

This role emphasizes accuracy, diary management, and a proactive, professional approach. You will contribute to a smooth workflow by preparing documents, updating records, and ensuring compliance with policies.

Qualifications

• Experience in a customer-focused administrative role.
• Experience as an initial point of contact for Advisers and/or clients.
• Strong diary management and appointment scheduling.
• Professional and welcoming approach when dealing with clients and visitors.
• Ability to work collaboratively as part of a wider team.
• Experience handling and maintaining accurate client information and data.

Responsibilities

• Provide reliable 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 to progress cases.
• Follow up with product providers and other 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 and update illustrations, projections and valuations as required.
• Prepare invoices and maintain records of Adviser remuneration and follow up on payments.
• Handle incoming and outgoing correspondence and ensure timely distribution.
• Maintain accurate records of client and Adviser communications.

Skills

Diary management

Client communication

Admin support

Data entry

Attention to detail

Teamwork

Record keeping

Phone & email

Tools

Curo

Dynamic Planner

Microsoft Office

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.