Job Role
We are looking for an experienced Office Manager to lead and develop our financial planning administration & paraplanning team while also taking overall responsibility for the smooth day-to-day running of the office.
The role will manage a team of approximately eight administrators and four paraplanners, ensuring advisers and clients receive a consistent, efficient and high-quality service.
A key focus will be to bring greater consistency to working practices across the team, simplify and improve processes, and identify opportunities to streamline the way the team operates. The successful candidate will be comfortable challenging inefficient ways of working and introducing practical improvements through better use of systems, technology and automation.
The role will also act as the main point of ownership for the office environment, ensuring the office is appropriately staffed, well maintained, organised and operating effectively.
This is a hands-on, visible management position.
Responsibilities
Lead, manage and support a team of approx. twelve IFA administrators and paraplanners.
Provide oversight and support to Reception, ensuring a professional and welcoming client experience.
Hold regular 1:1 meetings with team members, including performance discussions, development planning and wellbeing support.
Set clear expectations around responsibilities, service standards, quality and turnaround times.
Monitor team workloads and capacity, ensuring work is allocated appropriately and advisers receive consistent administrative and paraplanning support.
Develop a strong and accountable team culture where individuals take ownership of their work and responsibilities.
Identify inconsistencies in existing processes and introduce clear, standardised ways of working across the team.
Review administrative processes to remove unnecessary steps, duplication and manual activity.
Identify opportunities to improve efficiency through technology, automation and better use of existing systems.
Work closely with Financial Advisers and other teams to ensure administration and paraplanning processes support the wider advice journey.
Act as the first point of escalation for support issues and help resolve problems quickly and constructively.
Maintain appropriate management information to monitor workloads, service levels, outstanding work and team performance.
Ensure the team follows internal procedures, regulatory requirements and relevant compliance standards.
Support recruitment, onboarding, training and ongoing development of administration staff.
Manage holidays, absence and day-to-day team resource planning.
Take ownership of the smooth day-to-day running of the office.
Ensure the office and Reception are appropriately manned during business hours.
Ensure the office remains professional, organised and suitable for both clients and colleagues.
Skills and Qualifications
Previous experience managing or supervising an administration/paraplanning team, ideally within an IFA, financial planning or wealth management business.
A good understanding of the financial advice administration and paraplanning processes and the support required by Financial Advisers.
Strong people-management skills, including experience of 1:1s, performance management and developing team members.
The confidence to introduce structure and consistency into an established team.
A strong process-improvement mindset with the ability to identify inefficient working practices and implement practical solutions.
An interest in technology and how systems, automation and AI can improve efficiency.
Strong organisational and prioritisation skills.
The ability to manage competing operational and people demands.
Clear and confident communication skills.
A collaborative but accountable leadership style.
Good attention to detail and an understanding of the importance of accurate record keeping within a regulated environment.
Benefits
Office Manager in Cardiff employer: Fairstone Group
Join a dynamic and supportive team as an Administrator in a thriving financial services environment, where your contributions directly impact client satisfaction and operational efficiency. With a strong emphasis on employee growth, we offer comprehensive development opportunities, flexible benefits, and a generous leave policy that rewards your commitment over time. Our inclusive work culture fosters collaboration and innovation, making it an ideal place for those seeking meaningful and rewarding employment.
