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Vacancy – New Business Administrator (Support Team)

Reporting to: Admin Manager

Purpose of the role: The main purpose of the role is to provide comprehensive administration support to Financial Planners and Paraplanners on a day to day basis and to support the delivery of an excellent service to clients of the firm.

To apply: Please email a CV and covering letter to Anjeanette Kemp

Key Accountabilities

  • Providing an efficient, friendly and professional point of contact for clients and enquiries by phone, email and in person;
  • Answering incoming calls, taking initiative to deal with client and provider enquiries and taking/passing on messages via email in line with company procedures;
  • Inputting and maintaining accurate client records on True Potential;
  • Scanning of documents and correspondence in line with company procedures;
  • Word processing and audio-typing;
  • Ensuring back office systems are regularly kept up to date with correct policy and client information;
  • Submitting business promptly to providers, ensuring legible copies are uploaded to the back office system;
  • Chasing, tracking and liaising with providers regarding new business submitted and keeping accurate records of progress;
  • Working collaboratively with Paraplanners and administrators to ensure work in progress is completed in a timely fashion that clients receive a high standard of advice and care from IFP at all times;
  • Ensuring client letters and emails are issued accurately and promptly in line with defined standards and targets;
  • Work with Financial Planners, Paraplanners, Managers and Directors on other projects, from time to time as required;
  • Maintaining a diary/reminder system for chasing outstanding information and tasks;
  • Producing Portfolio Valuations;
  • Maintaining the professionalism of the firm at all times and acting accordingly in all dealings with colleagues, clients, providers and visitors;
  • Liaising with product providers to obtain fee and commission statements within IFP timescales and ensuring these are matched correctly and reconciled on True Potential;
  • Ensuring all provider correspondence / documentation is accurate and as requested before issuing to clients.

Additional Accountabilities as required by the needs of the business (e.g. to cover holidays and sickness):

  • Providing an efficient, friendly reception service to visitors and promptly notifying those who are being visited;
  • Recording, chasing and reconciling initial and ongoing client fees
  • Other duties as directed by the Directors and/or management team

 Skills, Traits and Competencies (the specific skills, traits and competencies necessary to be successful in this role):

  • Professional and confident telephone manner
  • Good organisational skills
  • Good written and verbal communication skills
  • Accurate with a good eye for detail
  • Ability to resolve problems quickly and efficiently
  • Good knowledge of True Potential and other IT systems (e.g. Microsoft Office) used to perform the role
  • Good awareness of Data Protection legislation and risks
  • Excellent time management and prioritisation skills
  • Energetic, enthusiastic and a positive influence on others
  • Good team-worker
  • Takes personal responsibility for consistently delivering high quality work
  • Good understanding and adherence to agreed operational processes
  • Able to use own initiative to complete tasks independently
  • Open and honest with colleagues, managers and Directors
  • Good attendance and timekeeping
  • Professional and business-like
  • Productive, efficient and effective
  • Ability to work under pressure

How performance will be measured

  • Observation
  • Feedback from colleagues, managers and Directors
  • Feedback from Clients and Professional Partners
  • Test results
  • Examination progress
  • Performance against mandatory and agreed KPIs