Job Purpose:

To provide administrative and organisational support to ensure the smooth day-to-day operation of the IFA office. The Office Administrator/ Manager plays a central role in managing office systems, assisting the adviser support team, and maintaining a welcoming and professional environment for clients and colleagues.

This role also plays a vital part in ensuring clients receive an efficient, professional, and seamless service post-advice. Working closely with the Servicing Manager, financial advisers and paraplanners, to support the administration of client reviews, policy maintenance, and general day-to-day servicing activities. To include adviser payments and revenue tracking.

Key Responsibilities:

• Act as the first point of contact for clients, providers, and visitors, handling phone calls, emails, and incoming post professionally and efficiently.
• Oversee general office administration, including filing, scanning, data entry, stationery management, and maintaining office supplies.
• Support the adviser and paraplanning teams with administrative tasks, including diary management, booking meetings, and preparing documentation.
• Maintain accurate client records on the firm’s back-office system (Intelligent Office).
• Ensure the office environment is tidy, organised, and compliant with health and safety standards.
• Assist with onboarding new clients and maintaining client files in accordance with FCA guidelines.
• Liaise with product providers to obtain policy information or updates as directed.
• Manage and coordinate regular client review processes, ensuring timely delivery of review packs and reports
• Liaise with product providers to obtain policy information, process servicing requests, and follow up on outstanding actions
• Prepare and send client correspondence, including review letters, servicing documents, and updates.
• Process and track adviser fees and commissions through the back-office system
• Collate fee and commission income, ensuring accurate allocation and timely payments to advisers
• To assist with reconciling income with provider statements
• Support internal compliance processes by helping to maintain audit trails, logs, and document controls.
• Help coordinate staff meetings, training sessions, and office communications.
• Manage ad-hoc projects or tasks as required by management.
• Support with general office administration

Skills & Experience:

Essential:

• Previous experience in an office administration role, ideally within financial services or a professional services environment.
• Strong organisational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to handle confidential information with discretion and professionalism.
• Capable of managing multiple tasks and working under pressure.

Desirable:

• Experience in a financial planning or IFA firm.
• Familiarity with back-office systems such as Intelligent Office or similar.
• Awareness of FCA compliance requirements.

Personal Attributes:

• Friendly, professional, and client-focused approach.
• A team player with a proactive and positive attitude.
• Reliable, punctual, and committed to maintaining high standards.
• Flexible and willing to support different areas of the business as needed.

What We Offer:

• Competitive salary depending on experience
• Supportive team environment with development opportunities
• Flexible working arrangements considered
• Ongoing training and professional development
• Company pension scheme with employer contributions.