Role Overview
Values driven financial planning business looking to recruit an experienced Practice Manager, Operations and Client Services Coordinator to take ownership of the day to day running of the business.
This is a senior, hands-on role supporting the adviser across operations, client coordination, compliance administration and internal processes. You will act as the central point of organisation for the business, ensuring clients receive a seamless, professional experience while enabling the adviser to focus on advice and growth.This role is suited to someone with previous experience in financial services who is confident working independently, proactive by nature and comfortable taking responsibility from day one.
Key Responsibilities
Operations and Practice Management:
Take ownership of the day to day running of the business
Create, improve and maintain systems and processes to support growth
Coordinate and maintain live spreadsheets tracking cases, tasks and business activity
Manage the adviser’s diary and prioritise tasks effectively
Maintain accurate and complete audit trails via spreadsheets and systems
Liaise with compliance and network on issues, rectifications and general support
Monitor Business Scores and compliance metrics Keep client files organised and up to date on OneDrive
Liaise with product providers and platforms as required
Client Services and Communication
Act as a confident and professional point of contact for clients by phone and email
Send client communications including welcome packs and birthday cards
Keep clients informed throughout the advice and implementation process
Support client onboarding to new systems and platforms
Track annual reviews and manage review scheduling Advice Process Support
Pre-qualify new leads and arrange initial meetings
Send risk questionnaires via the client portal
Issue fee agreements via portal, DocuSign or post Process post meeting notes and fully input fact finds onto the back-office system
Ensure adviser handover notes are actioned prior to paraplanner handover
Prepare, issue and chase Letters of Authority with clients and providers
Vet returned information and follow up where further detail is required
Upload all documentation to the back-office system and client files
Prepare cases for paraplanner handover and preapproval
Liaise closely with the paraplanner on case progress and turnaround
Prepare sign up presentations and pre sales documentation
Process post sales paperwork and platform setup
Ensure funds arrive on platform and fees are correctly paid Issue and chase invoices as required
Marketing and Business Support
Assist with marketing activity and preparation of marketing materials
Support preparation of presentations and client facing documents
Systems Used Microsoft Word, Excel, Outlook, Teams and OneDrive FE Analytics Client platforms such as Aviva and Royal London DocuSign
About You
You will be:
Highly organised and detail focused Proactive and comfortable taking ownership
Confident communicating with clients, providers and professional contacts
Experienced within financial services administration or practice management
Comfortable working independently and prioritising competing demands
Solutions focused with a strong sense of accountability
Whats on offer
A trusted and values led working environment
A varied and responsible role with real influence
Flexibility around part time working
The opportunity to grow with the business as it develops. Initially 3 days a week with potential to increase if desired as business expands.
Job Type: Permanent
Pay: Up to £32,000.00 per year
Experience:
- IFA Administration : 2 years (preferred)
Work Location: Remote
