IFA Technical Administrator, Nationwide, (BW-1465)

Mon - Fri 9am to 2.30pm
Salary £21,000/£25,000 p.a. Pro Rata to reflect part time hours

Nationwide Opportunity - working remotely from home on a permanent basis

A great opportunity to join a small independent holistic financial planning firm in a role that is the front line for client support.

The firm has been operating successfully as a “virtual office” for the last ten years.

Key Responsibilities & Accountability:

Client Administration

• Create and maintain accurate client records on Intelliflo back office system, platforms and any other IT systems e.g. Truth cash flow system & Morningstar risk profiler.
• Prepare client documentation and correspondence pre and post meetings as per business processes
• Creating report packs and binding
• Check accuracy and completeness of new business documentation
• Ensure that all business applications are processed accurately and efficiently, in a compliant manner, to the firm’s standards
• Ensure fund switches / rebalances / top ups / withdrawals are carried out accurately and within company timescales
• Ensure all supporting documentation is maintained as per company procedures
• Record and reconcile fees
• 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)
• Chasing product providers and checking information from providers from completeness
• Send Letters of Authority and gather accurate information
• Obtain illustrations and application forms
• Production of portfolio valuations
• Pre-populating application forms and drafting client correspondence

Client Servicing

• Provide a friendly and professional, often first, point of contact for clients and enquiries (by phone, email and in person)
• Ensure that relevant service components (as per client agreement) are delivered throughout the year in a timely manner
• Organise existing and prospective client meetings and actively manage FP’s diary and workload
• Follow up on required information from clients and chase where required
• Manage client service needs and client expectations to ensure client satisfaction
• Liaise with other team members on work progress per client account and keep clients in formed (as per business process)
• Liaise with clients on any administration queries they may have
• Assist in client meetings when required
• Open and maintain client files to the required compliance standards
• Work through client note actions and ensure action points resulting from client meetings get diarised and dealt with

Reviews

• Organise client review meetings as per Annual Review Process
• Prepare checklist and complete valuations
• Prepare client review documentation as per the Annual Review Process
• Support FPs in delivery of reviews, if needed
• Assist in implementation of agreed action points

General administration

• Answer, screen and forward incoming call messages
• Ensure back-office systems are kept up-to-date
• Open, scan, log and allocate incoming post
• General correspondence
• Preparation and sending client e-newsletters
• Other duties as directed by management
• Preparation of Weekly management information for company scoresheet

Key Responsibilities & Accountabilities

• Create and maintain accurate client records on back office systems, platforms and any other IT systems e.g. cashflow & risk profiler
• Prepare client documentation and correspondence pre and post meetings as per business processes
• Check accuracy and completeness of new business documentation
• Ensure that all business applications are processed accurately and efficiently, in a compliant manner, to the firm’s standards
• Ensure all supporting documentation is maintained as per company procedures
• Record and reconcile fees
• 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)
• Send Letters of Authority and gather accurate information to include ISIN codes for funds and a full breakdown of income and partial surrenders taken from investment products
• Obtain illustrations and application forms
• Production of portfolio valuations
• Ensure fund switches / rebalances / top ups / withdrawals are carried out accurately and within company timescales
• Provide a friendly and professional point of contact for clients and enquiries
• Ensure action points resulting from client meetings get diarised and dealt with
• Prepare client review documentation as per the Annual Review Process
• Support Financial Planner in delivery of reviews, if needed
• Assist in implementation of agreed action points
• Preparation of some basic suitability reports e.g. ISA and pension contribution top ups, as required

About You:

• At least 3 to 4 years administration experience gained from within an IFA office
• You will be a customer focused professional with a keen eye for detail
• A clear communication style, you’ll demonstrate excellence in the work place, high levels of integrity and be a solid team player
• Excellent organisational and analytical skills, with the ability to communicate clearly and concisely both verbally and in writing
• You will be computer literate with the ability to use Microsoft Office, most importantly MS Excel at advanced level
• Be working towards your Level 4 Diploma