Administrative Assistant

IFA Administrator

Financial Services

St Albans

Office – Full Time

IFA Administrator responsibilities

As an IFA Administrator, you will support the entire paraplanning team to ensure efficient, accurate, and timely delivery of administrative tasks. Core responsibilities will include:

• Document Preparation: Creating cover letters, one-pagers, and other client-facing documents, including supporting documentation for review meetings.
• Diary Management: Assisting with arranging initial and annual review meetings.
• Letters of Authority (LoA): Processing LoAs by adding them to iO, requesting policy information from providers, chasing outstanding responses, and ensuring all documentation is filed accurately.
• Client Communications: Preparing and sending monthly valuation reports and statements to clients in a timely and professional manner.
• Compliance Management: Ensuring all compliance-related documents are up to date and correctly stored in iO.
• Client and Provider Liaison: Answering phone calls, responding to queries, and communicating with clients and providers via phone, email, or post as needed.
• Data Management: Updating iO with new fact-find information and ensuring all client data is accurate and up to date.
• Provider Follow-ups: Proactively chasing providers for outstanding information or documents.
• Document Filing: Ensuring all paperwork is scanned, appropriately categorised, and subcategorised within our systems.
• Processing Tasks via ticketing System: Efficiently managing and tracking tasks through a ticketing system, ensuring timely resolution and clear communication with teams to meet deadlines and maintain workflow.
• General Administration: Carrying out a variety of client-facing and back-office administrative duties as required.

Key Skills and Attributes

• Strong attention to detail and high levels of accuracy
• Excellent organisational and time management skills
• Clear and confident communication, both written and verbal
• Proficiency with financial planning software (e.g., iO) and Microsoft Office
• Ability to work proactively and collaboratively within a team
• A client-focused mindset with a commitment to delivering outstanding service

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