Financial Planning Administrator

At Calton, we are dedicated to helping our clients achieve their financial goals through expert advice, clear communication and exceptional service.

Building long-term relationships based on trust is at the heart of everything we do, giving our clients the confidence and peace of mind that comes from having a well-structured financial plan.

We are equally committed to supporting and developing our people.

Our culture is built on collaboration, accountability and continuous improvement.

We encourage everyone to lead by example, contribute positively to our shared success and strive to be better every day.

The Role

We are looking for an experienced Financial Planning Administrator to join our Support Team in Edinburgh.

Reporting to the Support Team Manager, you will play a key role in supporting our Financial Planners and Paraplanners to deliver an outstanding client experience.

You will manage a broad range of client servicing, annual review, new business and administrative activities, ensuring work is completed accurately, efficiently and in accordance with Financial Conduct Authority (FCA) requirements.

This role would suit an organised and proactive individual with previous experience in a Financial Planning, Wealth Management or Independent Financial Adviser (IFA) environment who takes pride in delivering excellent client service and maintaining high standards of administration.

Key Responsibilities

• Provide efficient and proactive administrative support to Financial Planners and Paraplanners.
• Maintain accurate and up-to-date client records within the Intelligent Office (IO) back-office system.
• Act as a key point of contact for client servicing queries and requests.
• Deliver a professional, responsive and client-focused service through telephone, email and written correspondence.
• Support the ongoing servicing of client accounts, including changes to client circumstances and policy updates.
• Annual Reviews & Client Meetings
• Support advisers in managing and completing annual client review processes.
• Coordinate and schedule annual review meetings.
• Prepare comprehensive review packs, including valuations, portfolio summaries, policy schedules and supporting documentation.
• Produce Continuing Suitability Review documentation, ensuring all information is accurate, complete and up to date.
• Assist Financial Planners and Paraplanners with the preparation of client meeting documentation.
• Ensure review documentation is prepared in advance, recorded correctly and stored within client files.
• Update client records following meetings and ensure any changes are accurately captured to support ongoing suitability monitoring.
• New Business Processing
• Process new business applications and supporting documentation in line with internal service standards and FCA requirements.
• Prepare and check applications, illustrations and supporting paperwork prior to submission.
• Manage cases through to completion, liaising with product providers and clients where required.
• Monitor outstanding requirements and proactively follow up to ensure efficient progression of business.
• Maintain accurate records and provide timely updates on case progress.
• Provider & Third-Party Liaison
• Build and maintain effective relationships with product providers, platforms and external partners.
• Obtain policy information, valuations and documentation to support client servicing and financial planning activities.
• Monitor progress of business and ensure service level agreements are met.
• Resolve queries efficiently and maintain clear communication with all parties involved.
• Work closely with Financial Planners and Paraplanners to support the delivery of high-quality financial advice.
• Assist with gathering technical information and documentation required for financial planning recommendations.
• Contribute to efficient workflows and continuous improvement across the support function.
• Support colleagues and share knowledge to help maintain a collaborative team environment.
• Compliance & Record Management
• Ensure all administrative activities are completed in line with FCA regulations and internal compliance procedures.
• Maintain accurate and well-organised client files and records.
• Ensure all client correspondence and documentation are appropriately recorded and stored.
• Support the business in maintaining high standards of regulatory compliance and data quality.
• What We’re Looking For
• Previous experience in a Financial Planning, Wealth Management or IFA administration role.
• Good understanding of pensions, investments and protection products.
• Experience using financial planning back-office systems, preferably Intelligent Office (IO).
• Strong organisational skills with the ability to manage multiple priorities effectively.
• Excellent attention to detail and accuracy.
• Strong interpersonal and communication skills.
• A professional, client-focused approach.
• Good understanding of FCA regulations and the importance of maintaining accurate records.
• A positive team player with a proactive and flexible attitude.
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