- Purpose of the Job
To provide high-level administrative support for the day-to-day running of the business while acting as the primary point of contact to ensure the smooth delivery of excellent client service and communication.
Background Checks
As this role is within a regulated financial services environment, we have a legal and professional responsibility to ensure all team members meet the highest standards of integrity.
Please be aware that any offer of employment will be subject to the following successful background checks:
- AccessNI Check: A criminal record check to ensure suitability for working in a position of trust.
- Credit & Financial History Check: To confirm financial probity, as you will be assisting in the management of client records and financial applications.
- Reference Verification: Comprehensive checking of previous employment and professional references to verify your experience and conduct.
- Right to Work: Verification of your legal right to work in the UK.
We carry out these checks to protect our clients, our firm, and our commitment to the FCAs Fit and Proper requirements.
Key Responsibilities & Duties
1. The “First Impression” & Client Relations (CRM Focus)
- The Professional Voice: Provide a warm, friendly, and professional point of contact for all clients and enquiries via phone, email, and in person.
- Active Call Management: Answer, screen, and forward incoming calls efficiently.
- The Gatekeeper: Filter the Financial Planner’s general information, queries, and phone calls to protect their time.
- Expectation Management: Manage client service needs and expectations to ensure high levels of satisfaction.
- Diary Command: Actively manage the Financial Planners diary and workload, organising both existing and prospective client meetings.
2. Client & Technical Administration (Admin Focus)
- System Integrity: Create and maintain accurate client records on back-office systems, platforms, and cashflow tools.
- Document Mastery: Prepare client documentation and correspondence, both pre- and post-meetings, as per business processes.
- Processing: Ensure all business applications are processed accurately, efficiently, and in a compliant manner.
- Provider Liaison: Send Letters of Authority (LOAs) and gather accurate information from product providers.
- Progress Chasing: Proactively chase providers to ensure timely responses and keep clients informed of work progress.
- Valuations & Fees: Produce portfolio valuations and record/reconcile fees.
- Meeting Actions: Ensure all action points resulting from client meetings are diarised and completed promptly.
3. General Operations
- Office Logistics: Open, scan, log, and allocate incoming post.
- Record Keeping: Ensure all supporting documentation is maintained according to company procedures and compliance standards.
Person Specification
Essential
- Proficient in MS office packages, including word/ excel and electronic diary management
- Understanding of financial service products
- Strong interpersonal skills
- Excellent verbal and written communication
- Highly organised, methodical and disciplined with high attention to detail
- 2 years experience working within financial planning environment
Desirable
- Previous PA or CRM experience within financial services
- R01 (Financial Services, Regulation and Ethics) and LP2 (Financial Services Products and Solutions).
Weve listed several “Essential” criteria above. However, we also know that talent isnt always a checklist.
If you look at this role and think, “Thats me,” but you dont quite tick every single box, please apply anyway.
We value cultural fit, a proactive attitude, and a genuine passion for helping people just as much as we value specific technical skills. If you have the right character and a hunger to learn, we can teach you the rest.
Whats in it for you?
- Competitive Salary: £25k£35k based on your current experience and qualifications.
- Performance Bonus: We believe in rewarding the “engine room” when the firm succeeds.
- Investment in You: We will fund your journey toward further professional qualifications (such as your Diploma in Financial Planning).
- Pension & Perks:
- Employer matches pension up to 6%
- 20 days annual leave plus 11 public bank holidays. We usually close over the Christmas/New Year period (5 additional days in 2026). The Christmas holidays are in addition to your annual leave.
- Family & Personal Support leave
How to apply –Click apply now below an upload a copy of your CV, highlighting your experience in regulated/ customer facing roles
The Process:
- Initial Review: Well look at every application
- The Chemistry Call: A 15-minute phone interview to see if we “click.”
- The Deep Dive: A formal interview where well discuss the role in detail and maybe run through a couple of scenarios.
Closing Date: 7th August 2026
Note to Recruiters: We love your enthusiasm, but we are managing this hire personally. No agencies, please.
Skills:Client Services Administrator
WHJS1_NI
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