Financial Planning Administrator

About the role

You will own the end-to-end administration of financial advice cases, ensuring all client documentation is accurate, complete, and filed in accordance with regulatory standards. You will serve as the primary liaison between clients and financial planners, managing communications and setting expectations throughout the advice journey. You will coordinate the collection and verification of client data, maintaining meticulous records that support compliant decision-making. You will monitor case progression, flagging any bottlenecks to the planners and ensuring deadlines are met without compromise. You will contribute to the continuous improvement of administrative processes, identifying efficiencies that enhance the client experience. You will support the integration of new business from acquisitions, adapting procedures to align with incoming client needs. You will uphold the highest standards of confidentiality and professionalism in every interaction. You will collaborate with internal teams to resolve queries and facilitate smooth transitions during handovers.

Key facts

What you'll do

Coordinate the intake of new advice cases, gathering initial documentation and verifying client identity and eligibility.

Perform comprehensive factfind and document reviews, extracting relevant data and highlighting inconsistencies for planner attention.

Generate and maintain detailed client files, ensuring all records are stored securely and retrievable for audits or regulatory inspections.

Schedule and coordinate client meetings, managing diaries for two financial planners and confirming attendance logistics.

Prepare draft summaries and proposal documents under planner direction, translating complex information into clear client-friendly formats.

Submit applications and instructions to third-party providers, tracking progress and confirming receipt and completion of external processes.

Process payments and monitor fee calculations, reconciling transactions and advising planners of any discrepancies or outstanding items.

Update client records following meeting outcomes, ensuring all advice events are accurately logged in line with compliance protocols.

Run regular file quality checks, identifying missing documents or procedural gaps and initiating corrective actions with the planning team.

Support the preparation of regulatory reports and data extracts, providing timely responses to internal requests for information.

Assist in the onboarding of new clients acquired through strategic growth, integrating their records into existing systems and workflows.

Promote continuous service improvements by documenting administrative pain points and suggesting practical enhancements to workflows.

Act as a backup point of contact for clients, managing routine enquiries and escalating complex issues to financial planners appropriately.

Contribute to knowledge transfer activities, creating clear documentation that supports team coverage and reduces dependency on single points of contact.

Requirements

Be able to demonstrate experience in an IFA or financial advice administration environment, with a strong track record of compliance-focused support.

Hold a solid understanding of financial advice processes, including factfinding, suitability reports, and proposal documentation.

Possess excellent attention to detail, with the ability to manage multiple files and deadlines while maintaining high accuracy.

Have strong written and verbal communication skills, enabling professional interactions with clients and colleagues at all levels.

Be proficient in Microsoft Office, particularly Excel and Word, with the capability to learn internal systems quickly.

Be committed to adhering to regulatory standards and firm procedures, ensuring all documentation is robust and auditable.

Be able to work independently and as part of a remote team, managing workload effectively without direct supervision.

Be willing to support two desk-based Financial Planners across pre-sales and post-sales activities, providing flexible administrative coverage.

Nice to have

Experience within a UK financial services or advice-focused environment, with exposure to regulated advice processes.

Familiarity with financial planning terminology, retirement income products, and employee benefits concepts.

Practical notes

Hours: Full-time hours within standard business operating times.

Travel: Based in Bristol with no mandatory travel requirements.

Visa: Candidates must have the right to work in the United Kingdom.

Deadlines: Immediate start is preferred to support ongoing client service demands.