Financial Services Administrator

Purpose of Job: To deliver
high-quality financial services administration whilst providing technical
support, mentoring and guidance to colleagues. The role is responsible for
handling more complex client cases, maintaining high standards of client
service and supporting the wider administration team through knowledge sharing
and best practice, whilst remaining actively involved in day-to-day client
administration.

Key Responsibilities & Accountabilities

Technical Support & Complex Case Management

o   Act as the first point of support for complex client administration
queries.

o   Handle complex client administration cases and ensure they are completed
accurately and efficiently.

o   Complete quality checks on complex new business cases where appropriate
and provide constructive feedback where required.

o   Provide technical guidance and share best practice with colleagues to
support their ongoing development.

o   Assist with the induction and training of new administrators.

o   Support colleagues during periods of absence or increased workload.

o   Maintain excellent working relationships with advisers, paraplanners and
the Operations & Practice Manager.

o   Identify opportunities to improve administrative processes and recommend
improvements to the Operations & Practice Manager.

o   Maintain a thorough understanding of Intelliflo, provider platforms and
internal processes, supporting colleagues where required.

• Coordinating the
  day-to-day administration workload and ensuring work is progressing as
  planned.
  
• Liaising with external
  providers and monitoring outsourced work where appropriate.
  
• Highlighting
  capacity issues or workflow bottlenecks to the Operations & Practice Manager.
  
• Providing
  technical guidance and support to other administrators on more complex
  cases.
  

Investment Administration

o   Support
the operations team with the delivery of the Centralised Investment Proposition
(CIP) to clients.

o   Prepare
and send the CIP client communications when required.

o   Build the
portfolios on the platform when required.

o   Ensure
fund switches / rebalances are carried out accurately and within company
timescales.

Business Processing

• Obtain
  illustrations and pre-populate new business application forms.
  
• Check accuracy and
  completeness of all new business documentation.
  
• Ensure that all new
  business applications are submitted and processed accurately and efficiently, in a compliant manner to the
  company standards using the procedures.
  
• Ensure all
  supporting documentation is maintained as per company procedures.
  
• Ensure all work is
  followed up promptly in line with company standards.
  
• Liaise with product
  providers to ensure timely and accurate responses to clients (progress
  chasing).
  
• Produce accurate portfolio
  valuations.
  

o   Ensure fund switches / rebalances / withdrawals and
top ups are carried out accurately and within company timescales. Make
changes to clients’ investments as necessary.

Client Administration

• Send letters of
  authority to providers and gather accurate information.
  
• Check information
  received from the providers for completeness and accuracy.
  

o   Deal with all client administration queries in an
efficient, accurate and professional manner.

o   Liaise with other team members to ensure smooth
delivery of client servicing.

o   Client servicing and administration of client change
of address, death claims, trust admin, general policy enquiries etc.

• Provide a friendly
  and professional point of contact for clients and enquiries of an administrative
  nature.
  

o   Prepare
client documentation and correspondence pre and post meetings as per company

processes.

o   Create and
maintain accurate client records on the back-office systems, platforms, and any
other IT systems.

o   Ensure
action points resulting from client meetings get diarised, actioned, and
completed as per company processes.

o   Book
client meetings in the diary.

Reviews

o   Prepare client review packs and documentation as per the
Annual Review Process.

o   Support advisers in the delivery of reviews, if needed.

o   Assist in the implementation of agreed action points.

o   Support colleagues with more complex review cases where
required.

General
administration

o   Answer, screen, and forward incoming calls.

o   Ensure back-office systems are kept up-to-date.

o   Open, scan, log, and allocate incoming post.

o   General correspondence.

o   Greet clients/visitors to the office.