Job Specification: Financial Services Administrator
Tower House Wealth Management
Tower House Wealth Management is a wealth management and financial planning practice supporting private clients, business owners and professionals with long-term financial planning. We are looking for a highly organised Financial Services Administrator to provide first-class client service and dependable administrative support across the full advice journey.
Job title
Financial Services Administrator
Department
Practice Support Specialist
Reporting to
Office Manager and supporting Financial Advisers/Paraplanners
Location
Tower House Wealth Management (office-based; hybrid considered by agreement) Lincoln UK
Hours
Full-time, Monday to Friday (part-time considered for the right candidate)
Salary
£26,000–£32,000 per annum (dependent on experience). We may consider a higher salary for a candidate with a proven track record in a similar role/setting.
Role Purpose
To provide efficient, accurate and client-focused administrative support, ensuring excellent service standards, compliant record keeping and timely progression of client work from initial enquiry through to ongoing servicing.
Key Responsibilities
· Act as a first point of contact for clients: answer incoming calls, manage voicemail and take clear messages, respond to routine queries and ensure timely follow-up.
· Manage incoming and outgoing post, scanning, filing and distributing documents appropriately.
· Maintain accurate client records on the CRM/back-office systems (e.g., contact details, fact-find updates, meeting notes, key dates and workflow stages).
· Diary management and meeting coordination: book appointments, arrange meeting rooms/visits/virtual meetings, prepare agendas and ensure attendees have the right information.
· Meeting preparation: compile client packs, portfolio summaries/valuations, illustrations, and suitability review information as required.
· Support business processing from start to finish (new business and servicing): prepare and submit applications, ISA/pension/investment instructions and provider forms; obtain client signatures; chase third parties and providers; and keep advisers and clients updated on progress.
· Request, produce and record valuations, policy information and client portfolio data; reconcile information received and raise queries where data is missing or inconsistent.
· Assist with compliance and quality standards: ensure files are complete, client identification/anti-money laundering documentation is present, and documentation is stored in line with internal processes.
· Prepare standard client correspondence and documentation with a high level of accuracy and attention to detail.
· Support ongoing client servicing: schedule annual/periodic reviews, track key renewal dates, process withdrawals/top-ups/regular contribution changes and update records.
· Coordinate provider and platform communications; log and track all actions to maintain a clear audit trail.
· General office administration: ordering stationery, maintaining templates, supporting office procedures and contributing to continuous improvement.
· Work collaboratively with advisers, paraplanners and other administrators to manage workload, prioritise tasks and meet deadlines.
Skills, Knowledge and Competencies
· Excellent administration skills with strong attention to detail and a consistently accurate approach.
· Confident, professional communication skills (written and verbal) with a client-service mindset.
· Ability to prioritise and manage multiple tasks, working to deadlines in a busy environment.
· Strong organisational skills, including diary and workflow management.
· Competent IT skills (Microsoft Office including Outlook, Word and Excel); confident learning new systems/CRMs.
· Discretion and professionalism when handling sensitive personal and financial information.
· Problem-solving approach: able to identify missing information, ask the right questions and follow issues through to completion.
· Team-oriented and willing to support colleagues; able to work independently when needed.
Experience
· Preferred: experience in financial services administration within wealth management, IFA, investment management, platform/provider support or an advice practice environment.
· Also considered: candidates from other professional services environments (e.g., legal, accountancy, property, insurance or banking) where accuracy, client service and document control are critical.
· Experience of end-to-end case progression/business processing, valuations and meeting preparation is desirable.
· Comfortable handling high volumes of documentation, maintaining audit trails and working within regulated processes.
Qualifications and Development
· Qualifications are not required for this role; however, an interest in financial planning and a willingness to learn are important.
· Working towards (or willingness to work towards) relevant industry exams is desirable (e.g., CII/CFP pathway such as R01–R06 or equivalent).
· Training and support will be provided to help you build technical knowledge, system proficiency and understanding of internal processes.
Personal Characteristics
· Professional, approachable and calm under pressure.
· Proactive and reliable, with a strong sense of ownership and follow-through.
· Highly trustworthy, with integrity and respect for confidentiality.
· Positive attitude and willingness to support the team and contribute to improvements.
· Resilient and adaptable, able to adjust priorities as client needs and deadlines change.
Pay: £26,000.00-£32,000.00 per year
Benefits:
- Company pension
- Employee discount
- Free parking
- On-site parking
Experience:
- Financial services: 1 year (required)
- St James's Place : 1 year (preferred)
Language:
Location:
- Lincoln LN1 1XW (preferred)
Work Location: In person
