IFA Administrator in Reading

We are seeking a highly organised and professional Administrator to provide comprehensive support to Financial Advisers and deliver an excellent client experience. This role is key to ensuring the smooth day-to-day running of adviser operations, managing client communications, processing new business, coordinating reviews, and maintaining accurate records in line with compliance standards. Training for this position will take place in Wellington for a minimum of the first two weeks of employment.

Key Responsibilities

• Client Service & Adviser Support
  • Act as the first point of contact for clients and enquiries via phone, email, and in person, delivering a professional and friendly service at all times.
  • Coordinate meetings for existing and prospective clients and manage Financial Advisers’ diaries and workloads where required.
  • Respond to client administrative queries promptly and efficiently.
  • Manage client expectations and service requirements to ensure high levels of satisfaction.
  • Track and diarise actions arising from client meetings, ensuring all follow-up tasks are completed.
• New Business Processing
  • Prepare meeting packs and documentation for client appointments, including new business applications.
  • Complete, submit, and monitor applications to ensure cases are processed accurately, compliantly, and within agreed timescales.
  • Check all documentation for accuracy and completeness before submission.
  • Request outstanding documentation from clients and issue policy documents once received.
  • Obtain quotations and policy information for Advisers.
  • Process fund switches, rebalances, and other trades accurately and within company deadlines.
• Client Reviews
  • Arrange client review meetings in line with the agreed review process, where required.
  • Prepare client valuation reports, review packs, and maintain accurate client files in accordance with compliance requirements.
  • Ensure follow-up correspondence is issued promptly after review meetings.
  • Implement agreed actions arising from client reviews.
• Administration & CRM Duties
  • Provide general administrative support including scanning, photocopying, correspondence, and document management.
  • Maintain accurate client records using the back-office CRM system (Intelligent Office).
  • Upload file notes and maintain records following client or company interactions.
  • Process surrender requests, death claims, and other policy servicing tasks.
  • Provide holiday and sickness cover for colleagues when required.
  • Escalate significant risk or operational issues to the Operations Manager where appropriate.
  • Contribute positively to the development and continuous improvement of the team.
  • Maintain and develop industry knowledge through internal and external training resources.

Person Specification

• Essential Skills & Experience
  • Previous experience within the IFA market and working with provider platforms (minimum 2 years required).
  • Strong administrative experience, ideally within financial services.
  • Proficiency in Microsoft Office applications.
  • Excellent attention to detail and accuracy.
  • Strong computer literacy and confidence learning new systems/software.
  • Ability to handle sensitive and confidential information with discretion and professionalism.
  • Excellent time management and punctuality.
• Desirable
  • Experience using CRM/back-office systems such as Intelligent Office.
  • Knowledge of financial products, provider platforms, and client servicing processes.

Personal Attributes

• Excellent interpersonal and relationship-building skills.
• Clear and professional verbal and written communication skills.
• Strong organisational skills with the ability to prioritise workload effectively.
• Ability to identify issues and escalate where appropriate.
• Team player with the ability to collaborate across regional teams using both face-to-face and digital communication methods.
• Proactive, adaptable, and eager to learn.