IFA Administrator - Employee Benefits

Role title: IFA Administrator

Reporting to: Client Services & Operations Manager

Location: Regional Hub – Bristol, Reading, Glasgow or Leeds

Hours of work: 35 hours per week

SMCR Function: This is a Conduct Role

Ascot Lloyd is one of the UK\’s leading independent wealth management firms, proudly serving over 22,000 clients with a commitment to excellence. Backed by a prestigious private equity firm, we are at the forefront of transforming the wealth management landscape. Our strategy is built on three core tenets: delivering expert financial advice, providing exceptional client service, and harnessing innovative technology to make wealth management easier and more accessible.

Purpose of role

Ascot Lloyd is expanding its Employee Benefits advisory and administrative services and is seeking proactive and detail-orientated IFA Administrators with proven experience in the areas of Group Pensions and Group Risk.

This is an exciting opportunity to join a dynamic and growing administration team where your experience will directly contribute to delivering outstanding service to our corporate clients.

As a key member of the Client Services & Operations (CS&O) team you will work closely with Employee Benefits Advisers and the CS&O Manager to ensure the efficient, compliant, and professional administration of client schemes. Your role will be instrumental in maintaining our high standards of service and supporting the continued growth of our Employee Benefits proposition.

Key Responsibilities

As a Corporate Administrator within the Employee Benefits team, you will play a vital role in supporting advisers and ensuring the smooth delivery of services to corporate and wealth clients. Your responsibilities will include:

Client & Scheme Administration

• Support hybrid advisers in delivering high-quality administrative services to corporate/wealth clients and scheme members. Maintain accurate and up-to-date data records for all clients and scheme members. Prepare and compile client meeting packs for pension clinics, including valuations, policy summaries, and relevant documentation. Liaise professionally with clients, advisers, providers, and third parties via phone, email, and in person.

Group Risk & Medical Scheme Support

• Prepare data for annual reviews and rebrokes of Group Risk schemes.
• Assist in checking and calculating annual Group Risk scheme accounts, liaising with clients and insurers.
• Prepare annual reviews for Group Private Medical Insurance schemes.
• Provide support with claims, underwriting, and ad-hoc queries from clients and insurers.

New Business & Compliance

• Prepare and process new business applications in line with company procedures and compliance guidelines.
• Issue signed letters of authority and obtain standard policy information from providers.
• Report any compliance concerns or breaches to the Compliance Manager promptly.
• Operate within the company’s systems and contribute to their ongoing development.

Operational & Team Support

• Attend team meetings to discuss client projects and operational matters.
• Collaborate with team members to ensure a cohesive and client-focused approach.
• Provide cover for other administrators during absences.
• Carry out general office duties including:
  • Answering calls professionally and in line with company standards.
  • Managing incoming post, scanning documents accurately, and shredding as required.

Diary & Workflow Management

• Manage an effective diary system within Intelligent Office to ensure timely completion of tasks and activities.

SM&CR Responsibilities

As an FCA regulated Company, Ascot Lloyd are required to adhere to the Senior Managers and Certification Regime (SM&CR), to develop a culture where employees take personal responsibility for their own actions.

Individual Conduct Rules

1. You must act with integrity
2. You must act with due care, skill and diligence
3. You must be open and co-operative with the FCA, PRA and other regulators
4. You must pay due regard to the interests of customers and treat them fairly
5. You must observe proper standards of market conduct
6. You must act to deliver good outcomes for clients

Experience / Skills Required

Qualifications and Experience

Essential;

• Previous experience in an IFA or financial services administration role.
• Specific experience in Group Pensions and Group Risk administration.
• Familiarity with Intelligent Office (or similar CRM systems).
• Good working knowledge of Microsoft Office applications (Word, Excel, Outlook).

Desirable:

• Experience with Group Private Medical Insurance schemes.
• Understanding of compliance requirements within a regulated environment.
• Relevant financial services qualifications (e.g. CII Certificate in Financial Services or working towards).

Personal

We are looking for a proactive and detail-oriented individual who thrives in a collaborative environment and is committed to delivering exceptional client service. The ideal candidate will demonstrate:

• Strong organisational skills with the ability to manage multiple tasks and deadlines.
• Excellent communication skills, both written and verbal.
• A client-focused mindset with a commitment to professionalism and confidentiality.
• A positive attitude and a willingness to support colleagues across the team.
• High levels of accuracy and attention to detail.
• Confidence in working independently and taking ownership of tasks.

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