IFA Administrator (Fixed Term Contract)

Moore Kingston Smith LLP; Greater London; Hybrid; GBP 30,000 - 36,000; Full time

Job summary

Moore Kingston Smith LLP in London seeks an IFA Administrator on a fixed-term contract to support a Chartered Independent Financial Planning team.

The role covers client administration, new business processing, documentation, and compliance tasks to deliver a seamless client journey within a collaborative, fast-growing department.

Qualifications

• Previous IFA administration experience is essential.
• Experience with new business processing and completing annual review packs.
• Experience with a range of financial products and providers.

Responsibilities

• Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally.
• Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations.
• Process a range of new business applications across pensions, investments, protection and platform-based solutions, taking ownership of the full lifecycle through to completion.
• Maintain accurate client records within back-office systems and produce client valuations, portfolio reviews and investment reports as required.
• Manage policy servicing activities including fund switches, withdrawals, top-ups, premium amendments, beneficiary updates and client account maintenance.
• Obtain information from product providers, platforms and pension schemes, including valuations, illustrations, surrender values and transfer information.
• Prepare and submit pension and investment transfers, liaising with providers and monitoring cases through to completion.
• Implement adviser recommendations, process adviser remuneration instructions, and respond to queries relating to fees, charges and commissions.
• Provide general administrative support to ensure high standards of client service.

Skills

Excellent communication

Microsoft Office

Planning & organising

Attention to detail

Adaptability

Process improvement

Teamwork & initiative

Customer-focused

Tools

Microsoft Office (Word/Excel/Outlook)

Job description

IFA Administrator (Fixed Term Contract)

Department: Financial Planning

Employment Type: Fixed Term Contract

Location: City, London

Compensation: £30,000 - £36,000 / year

Description

We are a team of Chartered Independent Financial Planners, recognised by the Chartered Insurance Institute (CII). Our chartered status reflects our commitment to a client-first approach, ethical practice, and continuous professional development. We provide holistic financial planning - covering wealth management, family protection, retirement planning, and property finance - while integrating ESG principles for clients who value responsible investing.

Our financial planning team is growing rapidly, now nearly 50 strong, and we're proud of the collaborative, values-driven culture we've built through organic growth and strategic acquisitions. We're now looking for an experienced Client Services Executive with a strong background in IFA administration to join our team on a fixed-term contract until September 2027. This role offers an excellent opportunity to become part of a collaborative, fast-growing team and make a meaningful contribution to the delivery of outstanding client service.

You'll support clients across a broad range of financial planning solutions, including pensions, investments, protection and platform-based products, helping to deliver positive outcomes and a seamless client journey. This is an opportunity to be part of a collaborative, fast-growing team where your work directly supports clients in achieving their financial goals.

Key Responsibilities

Client Service & Administration

• Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally.
• Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations.
• Process a range of new business applications across pensions, investments, protection and platform-based solutions, taking ownership of the full lifecycle through to completion.
• Maintain accurate client records within back-office systems and produce client valuations, portfolio reviews and investment reports as required.
• Manage policy servicing activities including fund switches, withdrawals, top-ups, premium amendments, beneficiary updates and client account maintenance.
• Obtain information from product providers, platforms and pension schemes, including valuations, illustrations, surrender values and transfer information.
• Prepare and submit pension and investment transfers, liaising with providers and monitoring cases through to completion.
• Implement adviser recommendations, process adviser remuneration instructions, and respond to queries relating to fees, charges and commissions.
• Provide general administrative support to ensure high standards of client service.

Compliance & Quality

• Ensure client files contain all required documentation, including fact-finds, suitability reports, application forms and anti-money laundering documentation, in line with FCA requirements.
• Support compliance reviews and resolve outstanding file queries.

Communication & Collaboration

• Build and maintain strong working relationships with advisers, colleagues, and external providers to deliver an efficient service.
• Liaise across departments and offices in a professional manner.

Operational Support

• Manage incoming enquiries, telephone calls, and meeting arrangements, including room bookings and visitor coordination.
• Maintain electronic filing systems and assist with general office administration.
• Contribute to project work and process improvement initiatives.

Professional Standards

• Complete mandatory training and engage in ongoing personal development.
• Uphold company values and ensure a positive client experience in all interactions.
• Undertake additional duties as required.

Skills, Knowledge and Expertise

Essential Experience

• Previous IFA administration experience is essential.
• Experience with new business processing and completing annual review packs.
• Experience with a range of financial products and providers.

Essential Skills & Competencies

• Excellent communication skills, both written and verbal, with the ability to build strong relationships.
• Proficient in Microsoft Office applications (Word, Excel, Outlook) for accurate documentation and reporting.
• Strong planning, organisational, and prioritisation skills to manage multiple tasks effectively.
• High attention to detail and accuracy in all work.
• Ability to adapt to a fast-paced, changing environment and meet tight deadlines.
• Proactive approach to identifying process improvements and driving efficiencies.
• Strong team player with the ability to work independently and use initiative.
• Customer-focused mindset, ensuring a positive client experience in all interactions.

Benefits