Financial Administrator

Financial Administrator

The chosen candidate would need to be personable, friendly and someone who can work well as part of a busy, professional IFA team. Effective communication, keen eye for detail and time management are the key ingredients to ensure that paraplanning at Landmark IFA is delivered to the very highest standard.

Your primary role as a Financial Administrator would be to work within the admin team and support the financial advisers at Landmark IFA LTD. As well as supporting financial advisers, you may be asked to provide general assistance to the Directors/Managers and Administration staff located at Warden’s House. Working Monday – Friday 9 am-5 pm.

All administrative responsibilities must be completed in line with the Landmark Standards and Guidelines.

Responsibilities & Accountabilities

Opening post

  • Post person will deliver the post to the office.
  • Date stamp all post – we do not open private and confidential post; this is passed to the Administration Manager or Senior Financial Administrators
  • Read and process by the following our standards.

Service level – All post to be completed within two working days. If there is a large amount, then the team will assist

Main telephone line

  • Answer the main line
  • Transfer calls
  • Take messages

Service level – Telephones are to be answered between 9-5pm

Process commission – Training from the Fees Manager

  • Process commissions
  • Chase outstanding commissions
    • Only if this has been authorised by a senior member of the team

Admin team – Assist Paraplanners

  • Send pre-completed application forms.
  • Obtaining valuations.
  • Producing review follow up letters.
  • Chasing Providers for information.
  • Updating systems with new Plan information, commission details etc.
  • Send request for information.
  • Send change of agencies.
  • Scan documents.
  • Update client’s details on FinPlan with next review dates.

Pipeline

  • Complete in date order
  • Review preps
  • Requests submitted into the pipeline are completed or chased
  • All work for advisers is added to the pipeline if received into your personal inbox.

Reports

  • Maintain daily workflow.
  • Monthly review reports
  • Monthly audits
  • Compile reports for compliance team, when required

Add Hoc for Directors

  • Letter writing for directors
  • Procedure business plans
  • Business reports

Meeting rooms

  • Book meeting room for the team at Landmark.
  • Ensure the daily use sign is kept up to date.
  • Prepare meeting rooms for meetings when required.
    • Water/glasses.
    • Board room – refreshments.
    • Order/collect lunches when required.
  • Ensure meeting rooms are kept tidy/cleaned.

Personal Profile:

  • Friendly, personable, with the ability to adapt to varying situations.
  • Ability to challenge financial advisers on the quality of work.

Key skills:

  • Analytical with a keen eye for detail
  • Systems – MS Office Suite – Word, Excel, Powerpoint, outlook
  • Understanding of back office system – Intelligent Office, not essential as training will be provided.

Qualifications:

  • English GCSE or equivalent
  • Maths GSCE or equivalent
  • Not essential RO1/CF1 OR FA1 protection/FA2 Pensions, Landmark IFA LTD will support any additional learning costs and reward for exams passed.

    Communication:

    The post-holder should recognise the importance of effective communication within the team and will strive to:

    • Communicate effectively with other team members
    • Communicate effectively with clients and outside agencies
    • Recognise people’s needs for alternative methods of communication and respond accordingly

    Personal/Professional Development:

    The post-holder will participate in any training programme implemented by the company as part of this employment, such training to include:

    • Participation in an annual individual performance review, including taking responsibility for completing their own record of personal and/or professional development
    • Working with the Administration Manager to ensure their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work is completed
    • Making effective use of training to enhance knowledge and skills and thus further your CPD

    Quality:

    The post-holder will strive to maintain quality within the company, and will:

    • Alert other team members to issues of quality and risk
    • Assess own performance and take accountability for own actions, either directly or under supervision
    • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
    • Work effectively with individuals in other agencies to meet clients’ needs
    • Effectively manage own time, workload and resources

    Confidentiality:

    • In the course of seeking financial advice, clients trust us with, or allow us to gather, sensitive information in relation to their financial matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
    • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to our clients. They may also have access to information relating to Landmark as a business organisation.  All such information from any source is to be regarded as strictly confidential
    • Information relating to Clients, Adviser and other colleagues, or within our business may only be divulged to authorised persons in accordance with the company policies and procedures relating to confidentiality and the protection of personal and sensitive data

    Equality and Diversity:

    The post-holder will support the equality, diversity and rights of clients and colleagues, to include:

    • Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
    • Respecting the privacy, dignity, needs and beliefs of clients and colleagues
    • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

    Health & Safety:

    The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the company Health & Safety Policy, the company and Health & Safety Manual. This will include:

    • Using systems within the workplace according to company guidelines
    • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
    • Actively reporting of health and safety hazards immediately when recognised
    • Keeping own work areas and general areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role

      How to Apply

      Send an email through to admin@adminIFA.co.uk