Senior IFA Administrator

Ortus PSR Ltd.; City Of London; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

A growing financial planning firm is seeking an experienced IFA Administrator to support their adviser team in delivering high-quality service to clients across the UK. The successful candidate will be responsible for managing new business processing and maintaining accurate client records while ensuring compliance with internal procedures. This role offers a salary range of £35,000 – £45,000 based on experience, opportunities for development, and flexible working arrangements.

Benefits

Supportive and collaborative team environment

Opportunities for further development and training

Flexible working arrangements

Qualifications

• Previous administration experience in financial services or a regulated environment preferred.
• Strong time-management skills with ability to meet multiple deadlines.
• Proactive and solutions-focused approach.

Responsibilities

• Process new business submissions ensuring accuracy and compliance.
• Draft and track Letters of Authority and liaise with providers.
• Prepare annual review packs and portfolio reports.

Skills

Financial planning administration experience

Organisational skills

Attention to detail

Communication skills

Proficiency in Microsoft Office

Tools

Intelliflo Office

Dynamic Planner

Genovo

Job description

An established and growing financial planning firm is seeking an experienced IFA Administrator to support their adviser team in delivering high-quality service to clients across the UK.

The Opportunity

This role will suit someone with a strong background in financial planning administration who is looking to join a progressive, client-focused firm. The successful candidate will be responsible for managing new business processing, preparing review packs, handling provider communications, and maintaining accurate client records, all while ensuring compliance with internal procedures and FCA requirements.

Key Responsibilities

• Client Administration & Processing: Process new business submissions from end to end, ensuring accuracy, compliance, and timely completion
• Draft and track Letters of Authority; liaise with providers to obtain product and policy information
• Prepare annual review packs and portfolio reports using Intelliflo Office
• Generate and issue invoices as required
• Maintain detailed client records and workflows across platforms
• Operational Administration: Carry out a range of back-office administrative tasks in line with defined business processes
• Handle post, manage correspondence, and ensure accurate document storage in line with GDPR
• Support advisers with day-to-day admin and operational tasks
• Identify and suggest improvements to workflows and service delivery
• Team & Business Support: Provide cover and collaborate with team members to ensure smooth daily operations
• Support with internal audits, compliance reviews, and business projects
• Contribute to a positive, high-performing team environment

Candidate Profile

• Previous administration experience within financial services or another regulated environment is preferred
• Familiarity with Intelliflo Office or similar back-office systems is desirable
• Strong organisational and time-management skills with the ability to meet multiple deadlines
• Exceptional attention to detail and accuracy
• Clear and professional communication skills, both written and verbal
• Proficient in Microsoft Office and confident in learning new systems
• A proactive, helpful, and solutions-focused approach to work
• Knowledge of FCA expectations and data protection requirements

Additional Desirable Experience

• Experience with Dynamic Planner, Genovo, cashflow tools, or platform providers
• Previous involvement in supporting financial advisers or paraplanners

Salary & Benefits

• £35,000 – £45,000 depending on experience
• Supportive and collaborative team environment
• Opportunities for further development and training
• Modern systems and streamlined workflows
• Flexible working arrangements available depending on location