Senior Private Client Administrator (Weybridge)




Administration, Administrator


£35,000 to £40,000 Per Annum



Contract Type:

Full time

Date Posted:

14/03/2023 15:33:00

A boutique wealth planner, asset manager and employee benefits specialist are looking for a Senior Private Client Administrator. This role offers either office based or home working paying up to £35,000. Working Monday - Friday (37.5 hours per week).


The role comprises, but is not restricted to:

PA and general admin duties

  • Organise and diarise meetings on behalf of the Private Client Advisors
  • Work with the Private Client Advisors to prioritise tasks
  • Fields calls and email queries as appropriate and act on all non-technical queries
  • Provide agendas and information requests prior to client meetings, if required
  • Assist with the production of management information, as required by central teams
  • Assist with general administration as required e.g. ad-hoc scanning and filing

Client servicing and meeting preparation

  • Use appropriate systems and processes to submit new business to providers
  • Assist with the preparation of meeting packs for client meetings and Annual Suitability Reviews
  • Prepare application forms and other documents for client signing or approval
  • Liaise with product providers to ensure all applications are received and completed. Attend to outstanding requirements, keeping other members of the team informed as necessary
  • Produce accurate client portfolio valuations and statements using Intelligent Office
  • Complete and assist with trades and portfolio rebalancing, as required
  • Assist with cash management control on client accounts (bonds, SIPPs, etc)
  • Close plans correctly on Intelligent Office in a timely manner and ensure income expectations are settled, if relevant

Correspondence and client files

  • Schedule and manage follow up tasks relating to client meetings and business submissions using iO to monitor and accurately record tasks
  • Ensure all client information (including meeting notes) is accurately maintained on internal systems, including Intelligent Office and the Document Management System (DMS), where appropriate
  • Ensure client agreements, including fee schedules, are in place and are signed, documented and saved to the DMS
  • Run client risk tolerances and carry out anti-money laundering checks
  • Ensure electronic client files are organised and updated, and easily accessible

Compliance with FCA and company procedures

  • Assist the team in complying with FCA and internal compliance procedures, ensuring all client files and information remain compliant and confidential
  • Notify the adviser of any suspicion of a complaint and follow appropriate procedures within the complaints handling process
  • Follow Anti-Money Laundering Procedures and comply with the requirements of GDPR
  • Follow risk profiling procedures, record risk profile score in iO and save risk profile to the DMS
  • Record and file all relevant correspondence

Experience and Qualifications

The successful candidate will have:

  • 5+ years' experience in an IFA administration role
  • Sound technical knowledge covering pensions and investments, ISAs, bonds, trusts and protection
  • Demonstrable experience of delivering client service at the highest level
  • Experience of using Transact, iO or equivalent system to perform an administrative role
  • Excellent IT skills with a good working knowledge of Excel
  • Excellent written and verbal communication skills with a high level of attention to detail
  • Sufficient understanding of the needs of Financial Services teams, FCA rules and compliances in order to effectively carry out the role
  • Relevant industry qualifications will be an advantage, but are by no means essential.


We need someone who can:

  • Learn quickly and have the confidence to take responsibility for admin across a busy client team
  • Work to pressing deadlines, being personally resilient and able to handle the pressure of a busy team, a demanding workload and complex client needs
  • Assist the adviser team and clients in an enthusiastic and proactive manner, using organisation, time management and prioritising skills
  • Demonstrate focus and motivation in delivering an exceptional level of customer service to clients, third parties and colleagues
  • Work well under own initiative, with a common-sense approach to problem solving

Location: Weybridge


Parkside Recruitment Ltd is acting as an Employment Agency in relation to this vacancy. Parkside Recruitment is an Equal Opportunities Employer.