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Client Services Administrator Apprentice

Jane Smith Financial Planning Limited
7, Osier Way, Olney, MK46 5FP
£19,000.00 - £23,000.00 annually
Closing date
28 Oct 2021

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Role Type
Apprenticeship, Higher
Start Date
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The role of the Apprentice Client Services Administrator is to assist in delivering excellent customer service to our clients and assisting with administrative support to the Paraplanners and Financial Planner. Experience within the Financial Planning industry is desired but not essential if you have an extensive administration background. We would encourage enrolling onto our Development Roadmap to ensure continued learning and progression within the company.

To follow is a list of the key responsibilities and the skills needed to make this role a success.

Key Responsibilities & Accountabilities

Client servicing:
  • Provide a friendly and professional point of contact for clients and enquiries (by phone, email and in person)
  • Organise existing and prospective client meetings and actively manage FP's diary and workload
  • Prepare client documentation in advance of and following client meetings (as per business processes)
  • Manage client service needs and client expectations to ensure client satisfaction
  • Liaise with other team members on work progress per client account and keep clients informed (as per business process)
  • Liaise with clients on any administration queries they may have
  • Assist in client meetings when required
  • Ensure that relevant service components (as per client agreement) are delivered throughout the year in a timely manner
  • Open and maintain client files to the required compliance standards
  • Ensure action points resulting from client meetings get diarised and dealt with

Client administration:
  • Check accuracy and completeness of new business documentation
  • Ensure that all business applications are processed accurately and efficiently, in a compliant manner to the firm's standards
  • Ensure all supporting documentation is maintained as per company procedures
  • Liaise with product providers to ensure timely and accurate responses to clients (progress chasing)
  • Send Letters of Authority and gather accurate information as per business process
  • Obtain illustrations and application forms
  • Produce portfolio valuations
  • Ensure fund top ups, withdrawals, switches, and rebalances are carried out accurately and within company timescales

  • Organise client review meetings as per Annual Review Process
  • Prepare paperwork required for the reviews as per Annual Review Process
  • Support FPs in the delivery of reviews, if needed
  • Ensure implementation of agreed actions

General administration:
  • Ensure back-office systems are kept up to date
  • Filter FP's general information, queries, phone calls and invitations
  • Open, scan, log and allocate incoming post when needed
  • Other duties as directed by management

Requirements and prospects

Desired skills

  • Excellent communicator (both verbal and written)
  • Highly organised, methodical, and disciplined
  • Shows initiative and takes personal responsibility for completing tasks
  • Able to work within defined business processes
  • Adopts a positive attitude, willing to assist others when busy
  • Able to work under pressure on occasions to achieve deadline
  • Attention to detail
  • Ability to achieve agreed outcomes without supervision
  • Excellent ability to prioritise and plan workload
  • Evidence of correspondence raising and diary management

  • At least 2 years' experience working as an administrator

Personal qualities

  • Hardworking
  • Punctual
  • Reliable
  • Enthusiastic
  • Career driven

Desired qualifications

  • Minimum GCSE, or equivalents,grade C/4 and above in English and maths

Future prospects

  • Further progressions within the business for the right candidate

Things to consider

  • 25 days holiday (plus bank holidays)
  • 3% employer pension contribution
  • Health Cash back Scheme enrolment
  • Training allowance / support towards qualifications
  • Potential for bonus up to 10% of salary
  • Potential for Hybrid working
  • Potential for Friday early finishes
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