Client area

We are recruiting an IFA Administrator to join the team in our Birmingham office.

Job Title:

IFA Administrator

Reporting to:

IFA Admin Manager




  • To provide pre and post-sales support to the Financial Advisers. To ensure that client documentation/requests are accurately processed and completed within the required time scales; and in accordance with the compliance guidelines as defined by the Company. To provide a high level of support to clients in an efficient, compliant and professional manner.


  • To obtain illustrations, key features and application forms from Platforms & Providers as required.
  • Compile client meeting packs containing documentation such as, but not limited to, valuations, client agreement, fact find, risk questionnaire and profile for the Adviser to use at client meetings.
  • To post client documentation to the client or product providers as appropriate.
  • To issue signed letters of authority to providers and obtain standard policy information. Update client policy records on receipt of information on Intelliflo Office.
  • To accurately maintain client personal details and policy information and update on Intelliflo Office.
  • To prepare new business applications in accordance with the Company’s standard operating procedures and compliance handbook
  • Deal with and respond to written, telephone and electronic general enquiries for IFAs, colleagues, clients and providers.
  • Provide clients with timely and accurate information and obtain any new business information and existing policy information from clients where required.
  • Maintaining relationships and contacts with providers to ensure a professional service
  • Deal with any resulting fee and commission queries from the Finance Department
  • To produce accurate, regular and ad-hoc client valuation schedules, and input into Intelliflo Office.
  • To arrange for amendments to encashment and withdrawal requests from existing client plans as instructed by the Adviser and inform the client by email where appropriate.
  • To update Intelliflo Office client records with the amendments.

Responsibilities continued:

  • To operate and manage an effective diary within Intelliflo Office to ensure that all activities are planned for and carried out in a timely manner.
  • To ensure that Advisers and the Operations Manager are informed of any client related events and issues in a timely manner.
  • To provide cover and carry out duties for other Administrators in the team, in their absence.
  • Where necessary: -
    - Answering the telephones in a professional manner, conforming to Company standards
    - To be responsible for the opening, scanning and distributing the post working within the company timescales
    - Ensuring all scanning of hard copy files is completed accurately /readable
    - Shredding documents as and when required
  • To report any compliance issues or suspected compliance breaches to the Compliance Manager as soon as they are made aware of them.
  • To operate within and conform to the Company’s existing and continually developing operating systems and procedures and contribute to their further development where required, through participation in Procedural Workgroups.
  • Projects - carry out projects as required by the business which may include the following key areas
    - Intelliflo Office
    - Platforms / Providers
    - Investment Committee
    - New Business
  • To carry out any other reasonable duties as requested by line management or directors.

Experience and core skills

  • Computer literate in Microsoft Office and other applications
  • Excellent communication skills both written and verbal
  • Client centric in approach
  • Organised and highly motivated
  • Good levels Industry knowledge
  • Good attention to detail
  • Accurate data entry and record keeping skills
  • Willingness to study towards professional qualifications (desirable but not essential)

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