IFA Administrator in Swindon

Location: Remote (UK)

Standard Hours: 35 hours per week, Monday to Friday, with flexibility around agreed core hours

About the Firm

Strategic Wealth Partners is a boutique, CISI Chartered Firm™ looking after 85 client families across the UK, with more than £100 million in assets under influence. We pair genuine financial planning with a tech-enabled approach through our proprietary Strategic Wealth Portal™ and a data-driven investment philosophy delivered through our Strategic Wealth Portfolios™. We are growing, and our culture is built on integrity, collaboration and long-term thinking.

Package Details

The successful candidate will receive a salary of £35,000 to £40,000 per annum, depending on experience and qualifications. Other benefits include:

• 20 days’ annual leave, rising to 25 with service, plus bank holidays, our Christmas closure and a birthday day off
• 5% matched employer pension contribution
• Group life insurance (death in service) and a health cash plan, after probation
• Fully funded professional development, offered as a long-term senior administration role with genuine scope to grow as the firm expands
• Remote working with the flexibility to manage your own day, plus quarterly in-person team days in Kingston or at industry events
• Profit-share after probation, plus a clear progression path as the firm grows

Purpose of the Role

This role provides end-to-end client-servicing and implementation support to our financial planners across pensions, investments and protection. You will support the full client journey: onboarding new clients, preparing for annual planning meetings, implementing adviser recommendations, issuing client reports, and keeping our back-office systems and workflow accurate and up to date, with the ability to work independently. You will own your cases from instruction through to completion, ensuring client portfolios, documents and product actions are processed accurately, efficiently and in line with business controls.

Main Duties and Responsibilities

Your duties will include but are not limited to:

• Providing end-to-end implementation support to financial planners across pensions, investments and protection.
• Sending onboarding documents to new clients.
• Managing the diary and booking client meetings, and issuing meeting confirmations, reminders and agendas.
• Generating Letters of Authority (LOAs) and submitting information requests to providers.
• Liaising with clients to bring files up to standard ahead of meetings, and data-harvesting existing policies and plans.
• Collating and filing client information and documents.
• Creating and updating client records in SharePoint and our Strategic Wealth Portal™.
• Ensuring fact find information is kept up to date with any changes.
• Preparing for client meetings and annual planning meetings, including plan performance summaries, illustrations and the latest MiFID costs and charges statements.
• Completing pre-meeting checks, including the vulnerability assessment, advice checklist and confirmation of unused allowances.
• Completing, submitting and tracking applications with providers, ensuring all paperwork, case data and supporting documentation are accurate, complete and suitable for submission before actioning.
• Communicating with clients in a professional manner to provide regular progress updates and resolve queries.
• Chasing up cases with providers to ensure advice is actioned correctly and in a timely manner, while identifying discrepancies, delays or risks that need escalation before implementation.
• Updating and progressing client cases on the internal workflow to reflect current status, maintaining a clear and compliant audit trail at every stage of the case.
• Completing file checklists and sense-checking implementation instructions, paperwork and provider requirements before submission.
• Drafting annual progress reports, and issuing suitability reports and annual progress reports to clients with a covering message.
• Updating the advice register.
• Maintaining client data and managing messages, keeping cash-flow and planning tools up to date, and managing the team email inbox.
• Setting fee expectations on platforms and our Strategic Wealth Portal™, keeping the business register up to date, and helping to manage the team workflow so cases keep moving and nothing slips.
• Raising and tracking client invoices.

The Opportunity

We are looking for a motivated and highly organised financial administrator to join our team in a fully remote, UK-based role. You will support clients across the full journey, from onboarding and meeting preparation through to implementing adviser recommendations and issuing reports, owning your cases from instruction to completion and ensuring client portfolios, documents and product actions are processed accurately, efficiently and in line with business controls. You will liaise with management, clients, product providers and investment managers, and will need the confidence to identify when something does not look right and escalate appropriately. If you are a highly organised and detail-focused administrator with strong implementation judgement, capable of managing cases through to completion and understanding the practical implications of the actions being taken across a range of products, then this could be the role for you.

The Successful Candidate Must

Given the high-net-worth client base and a constantly changing regulatory framework, the successful candidate must demonstrate strong end-to-end administration across the client journey, together with practical implementation capability across a range of product types. Specifically, they must:

• Have 3 to 5+ years relevant experience within financial planning or IFA administration, with clear evidence of end-to-end case handling and implementation ownership.
• Have a strong understanding of the financial planning process and how adviser recommendations are implemented across pensions, investments and protection.
• Have the ability to work within defined business processes while applying sound judgement when checking documentation, provider requirements and case instructions before submission.
• Act with honesty and integrity.
• Have strong organisational skills with the ability to manage multiple live cases at different stages, prioritise effectively and keep stakeholders updated.
• Have excellent interpersonal skills, both written and verbal.
• Have a high level of accuracy, strong attention to detail, and the confidence to identify errors, inconsistencies or risks before implementation.
• Have strong working knowledge of Outlook, Word, Excel, back-office systems and adviser platforms, with the ability to explain what transactions they have personally processed.
• Be comfortable working independently in a remote-first environment and able to manage multiple priorities effectively.
• Be able to work within a team and also demonstrate the ability to work independently with limited handholding on day-to-day implementation tasks.
• Be willing to undertake other such duties and responsibilities as determined by the firm, subject to prior agreement.

The firm reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the business.