PART TIME CLIENT ADMINISTRATOR

Clark James Recruitment are working with a highly professional wealth business.

Due to continued expansion our client have a vacancy for a part time Client Administrator working 20-25 hours per week, the role will include some office working in London, the rest will be based from home (minimum of one day a month in the office, the successful applicant can work in the office more if they desire).

Company

• Our client is a boutique wealth planner, asset manager and employee benefits specialist. As our client are independent, this allows them to provide objective advice that is aligned to a client’s best interests, delivered by teams steeped in financial services knowledge and experience.
• Our client have built their Company on integrity and trust, because doing what is right for clients is best for their business.
• Our client has been awarded Corporate Chartered status by the Chartered Insurance Institute - the industry gold standard for financial planners evidencing ethical practice, professional, competent, and knowledgeable advice, and a commitment to providing service and support of the highest quality.
• Our client are passionate about equal opportunities and diversity within the industry and have worked hard to develop a fantastic people-led culture. We are proud winners of the 2019, 2021 and 2023 Best Financial Advisers to Work for award.

Role

• To provide exceptional quality PA and general administrative support to the Private Client Director of a busy team.
• This is a demanding role assisting the team in delivering an outstanding holistic financial planning service to new and existing HNW clients of our client.
• Our client are looking for a candidate who has exceptional attention to detail, the ability to work autonomously and collaboratively and to use their initiative to achieve great outcomes for clients and the team.

Responsibilities

• General administration.
• Use appropriate systems and processes to submit new business to providers.
• Chase clients for relevant paperwork and information.
• Work with the Senior Private Client Administrator to maintain and control the annual suitability review schedule.
• Use appropriate systems and platforms to update own work i.e. DocuSign, Intelligent Office, and Volume.
• Liaise with product providers to ensure all applications are received and completed. Attend to outstanding requirements, keeping other members of the team informed as necessary.
• Maintain distribution lists for central marketing and bulk communications.
• Handle client queries in a professional and timely manner, distributing to relevant members of the support team as required.
• Assist the Senior Private Client Administrator with valuation production and fund switches, when required.
• Organise and diarise meetings on behalf of the Private Client Director.
• Manage client calls and email queries as appropriate and act on all non-technical queries, sending holding emails where necessary.
• Complete application forms and send out to clients and providers, including cover letters.
• Handle all adhoc paperwork i.e. change of address, policy renewal, chasing forms with providers Assist with general administration as required e.g. scanning and filing.
• Schedule and manage follow up tasks relating to client meetings and business submissions using iO to monitor and accurately record tasks.
• Ensure all client information (including meeting notes) are accurately maintained on internal systems, including Intelliflo and the Document Management System, where appropriate.
• Run client risk tolerances and carry out anti-money laundering checks.
• Ensure electronic client files are organised and updated, and easily accessible.
• Provide agendas and information requests prior to client meetings, if required.

Experience and Qualifications

The successful candidate will have:

• 3+ years’ experience within the independent sector of the financial services industry, in a relevant administration role i.e. family office or HNW/UHNW IFA/wealth management.
• Sound technical knowledge covering pensions and investments, ISAs, bonds, trusts and protection.
• Demonstrable experience of delivering client service at the highest level.
• Experience of using iO or equivalent system to perform an administrative role; knowledge of Transact and international experience will be an advantage.
• Excellent IT skills with a good working knowledge of Excel.
• Excellent written and verbal communication skills with a high level of attention to detail.
• Sufficient understanding of the needs of Financial Services teams, FCA rules and compliances in order to effectively carry out the role.
• Relevant industry qualifications will be an advantage, but are by no means essential.

Candidate

• Work to pressing deadlines, being personally resilient and able to handle the pressure of a busy team and a demanding workload.
• Demonstrate strong communication skills through building proactive working relationships with the Private Client Director and Senior Private Client Administrator for whom they will provide PA and administrative support, alongside clients and providers.
• Assist the Private Client Director team and clients in an enthusiastic and proactive manner, using organisation, time management and prioritising skills. A high level of organisation is a must, as is a keen attention to detail.
• Demonstrate focus and motivation in delivering an exceptional level of customer service to clients, third parties and colleagues.
• Demonstrate the ability to work well under own initiative with a common-sense approach to day-to-day duties.

Salary: Dependant on experience.

Hours of work: 20-25 hours per week. It may be necessary to occasionally work outside of these hours in order to meet the demands of client meetings and pressing deadlines.