IFA Administrator

Join a growing, client-focused financial planning firm. Vea Wealth is a modern, independent financial planning firm dedicated to delivering exceptional service and high-quality advice to our clients. As our business continues to grow, we are looking for an experienced and proactive IFA Administrator to join our close-knit team. This is an excellent opportunity for someone who enjoys being an integral part of the client journey, takes pride in delivering outstanding service, and thrives in a collaborative environment where their contribution genuinely makes a difference.

Benefits:

• Competitive starting salary of £26,000 – £28,000, dependent on experience
• Salary review upon successful completion of probation
• 26 days’ annual leave, plus bank holidays
• Option to carry forward up to 3 days’ unused annual leave or sell them back
• Hybrid working arrangement, with 3 days per week in the office
• Company pension
• On-site parking
• Sick pay

We're looking for someone with:

• A minimum of 2 years' experience in an IFA/Financial Planning administration role
• Excellent written communication and literacy skills
• Strong attention to detail and organisational ability
• A friendly, positive, and professional attitude
• The ability to manage multiple tasks and deadlines effectively
• Confidence communicating with clients and providers
• A proactive approach to problem-solving and workload management
• Experience using Benchmark/Enable CRM system and Transact is notable but not essential
• Professional qualifications such as CII exams are welcomed but are not essential
• Hardworking, reliable, and enjoys working as part of a supportive small team

Key Responsibilities:

• Client & Document Management: Track documentation issued to clients and ensure timely follow-up where required; Save and process signed documentation accurately and promptly; Prepare and issue client reports, suitability letters, and other client-facing documents; Provide professional and timely updates to clients regarding case progress; Deliver a consistently high standard of client communication throughout the advice process.
• CRM & Record Keeping: Maintain accurate and up-to-date client records within our CRM system; Ensure documents are saved correctly and client files remain organised; Update fact finds following client meetings; Maintain accurate records of valuations, provider information, and client data.
• Workflow & Email Management: Manage tasks effectively and meet agreed deadlines; Prioritise urgent work appropriately; Manage your inbox efficiently; Acknowledge client communications promptly and provide realistic update timescales; Escalate issues where appropriate.
• Provider & Letter of Authority Management: Process Letters of Authority (LOAs) from submission through to completion; Liaise with providers to obtain valuations and policy information; Maintain accurate records of outstanding provider requests and actions; Ensure policies are added to the CRM system once the information is received.
• Annual Review Preparation: Prepare annual review packs, ensuring accuracy of valuations and policy information; Identify and resolve issues before adviser review; Ensure documentation is completed within agreed timescales.
• Compliance & Administration: Follow all internal procedures, FCA requirements, and compliance standards; Ensure client documentation is accurate and compliant; Adhere to GDPR and confidentiality requirements; Manage outgoing post and maintain tracking records where required.
• Team Support: Support advisers and paraplanners with documentation and case management; Keep advisers informed of case progress and outstanding actions; Work collaboratively with the wider team to deliver a seamless client experience.

What We're Looking For:

• Exceptional attention to detail
• Takes ownership of their workload
• Communicates professionally and confidently
• Approachable, friendly, and team-oriented
• Enjoys working within a small business where everyone supports each other
• Wants to contribute to the continued growth and success of the firm
• Willing to develop professionally and continue learning

Working Arrangements:

• Hybrid role with minimum 3 days per week in the office
• Flexibility around which days are office-based
• Full-time position; part-time applications may be considered

Why Join Vea Wealth?

At Vea Wealth, you'll be joining a small, supportive team where your work is genuinely valued. We believe in maintaining high standards while creating a positive and enjoyable working environment. You'll have the opportunity to develop your skills, take ownership of your role, and be an important part of a growing financial planning business. If you're an experienced IFA Administrator looking for a role where you can make a real impact and work alongside great people, we'd love to hear from you.