IFA Administrator

IDEX Consulting; Tonbridge and Malling; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Company pension

DIS

Group income protection

Health cash plan

25 days holiday + Stats

Job summary

IDEX Consulting is seeking an experienced IFA Administrator to support an Adviser, manage calendars, and handle client queries. You will liaise with product providers, prepare case packs, and ensure compliance with AML standards.

Responsibilities include processing paperwork across investments, pensions, and protection, plus coordinating meetings and communications with clients. A strong eye for detail and excellent communication are essential.

Qualifications

• Previous experience in an IFA Administrator role.
• Strong client service skills and communication ability.
• Proficient in Microsoft Office and financial software.
• Experience with XPLAN is advantageous.

Responsibilities

• Provide personal support to the Adviser and manage the Adviser's diary.
• Deal with bespoke Adviser queries and requests and ensure timely execution of client instructions.
• Book client meetings and assist with annual reviews; greet clients professionally.
• Process paperwork for investments, pensions, protection, and fund switches as required.
• Maintain compliance checks and AML documentation throughout the workflow.

Skills

Client service

Communication

Attention to detail

Time management

Tools

Microsoft Office

XPLAN

Job description

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.

Please note that the information supplied may be retained for up to 10 years for use in connection with future vacancies. For full information on how we use your data, please visit the IDEX Consulting website and view our Privacy Policy.

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.