IFA Administrator

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

Benefits offered by this job

Company pension

Health cash plan

Group income protection

25 days holiday

Job summary

IDEX Consulting is seeking an experienced IFA Administrator to join their Macclesfield team. The role focuses on providing strong client service, supporting Advisers, and ensuring timely processing of client instructions and policy documents.

You'll manage diaries, handle queries, book meetings, and coordinate with product providers. Desirable experience includes XPLAN and Microsoft Office proficiency, with a commitment to compliance and high service standards.

Qualifications

• Previous experience in an IFA Administrator role.
• Strong client service skills.
• Excellent communication skills.
• Strong Microsoft Office skills.
• XPLAN experience (desirable).

Responsibilities

• Provide personal support to the Adviser.
• Monitor and manage the Adviser's diary.
• Handle Adviser queries and requests.
• Ensure timely execution of client instructions and documents.
• Work with colleagues to ensure procedures and standards are followed.
• Act as a point of contact for clients in Adviser absence.
• Book client meetings, including annual reviews.
• Meet and greet clients.
• Process change of agency & LOAs as per Adviser instructions.
• Pass policy information to Adviser/Paraplanner.
• Submit forms to product providers and track status.
• Keep Adviser and client informed through to completion.
• Assist with case prep for PIF submission to PP queue.
• Carry out pre-submission AML/compliance checks.
• Process sales paperwork from submission to completion and ongoing admin.
• Process fund switches online or by post.
• Open post daily and pass to staff.
• Prepare meeting packs and mail merge tasks.
• Maintain up-to-date knowledge of policies and procedures.

Skills

Client service

Communication

Microsoft Office

Tools

XPLAN

Job description

My client is currently looking for an experienced IFA Administrator to join their team in Macclesfield.

Key Responsibilities

• Personal support to the Adviser
• Monitor and manage the Adviser's diary
• Deal with all bespoke Adviser queries and requests
• Ensure timely execution of client instructions, cheques, contract notes and policy documents
• Work with colleagues to ensure adherence to company procedures and standards
• Act as a point of contact for the client in the Adviser's absence and deal with client queries
• Book all client meetings including annual review meetings
• Meet and greet all clients
• Process change of agency & LOAs as per the Adviser instruction form
• Pass policy information to the Adviser/Paraplanner
• Submit all forms and letters of instruction to product providers
• Communicate with product providers to track status of procedures
• Keep the Adviser and client informed of progress of application through to completion
• Assist with the preparation of cases in readiness for the PIF to be sent to the PP queue, i.e. obtaining illustrations online or via telephone from providers, obtaining projections for existing pension plans, etc.
• Carry out all pre submission checks for compliance and AML documents ensuring valid and certified where applicable
• Process all sales related paperwork from submission to completion and any ongoing administration for all business areas, e.g. investments, pensions, protection, etc.
• Process fund switches online or via postal applications
• Open post daily and pass to other support staff
• Prepare meeting packs
• Assist with mail merge exercises
• Maintain an up to date knowledge of company policies and procedures

Person Specification

Required skills and experience:

• Previous experience in an IFA Administrator role
• Strong client service skills
• Excellent communication skills
• Strong Microsoft Office skills

Additional desirable experience

• XPLAN experience

Benefits

• As well as a competitive salary the company offers a company pension, DIS, group income protection, health cash plan, 25 days holiday + stats and many more.

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.

Please note that the information supplied may be retained for up to 10 years for use in connection with future vacancies.