Job Title: Senior IFA Administrator / Executive PA
Salary: Up to £35,000 depending on experience
Location: Leicester
Contract: Full-time, Office-Based
About our client and the role:
Swarm Recruitment is delighted to be partnering with a well-established and growing financial planning firm based in Blaby, Leicester, that has built an excellent reputation for delivering high-quality advice and exceptional client service. Despite employing over 58 staff and experiencing significant growth in recent years, the business has retained its family-run culture, with a supportive and collaborative working environment where everyone is approachable, valued, and encouraged to contribute. The company prides itself on open communication, professional development, and promoting from within wherever possible.
Due to an internal promotion, the firm is seeking an experienced Senior IFA Administrator / Executive PA to provide dedicated support to a Senior Adviser and future Managing Director. This is a highly trusted and pivotal position within the business, combining executive-level personal assistant responsibilities with high-quality IFA administration support.
Working closely with one of the firm's most successful advisers, you will become a key part of the client journey, ensuring exceptional service standards, smooth day-to-day operations, and efficient management of client cases. This role would suit an experienced career administrator who enjoys being at the heart of a busy financial planning practice.
Salary & Benefits:
- Basic Salary: £31,000 - £35,000 depending on experience
- Pension: Employer contribution of 10% of annual salary
- 4 x annual salary Death in Service cover
- 24-hour online GP service
- Access to counselling and wellbeing support
- Free on-site gym
- 25 days annual leave plus bank holidays
- Free parking on-site
- Monthly professional development meetings with lunch provided
- Staff social events and away days
- Individual training and development plans
- Supportive and collaborative working environment
Working Hours:
- Monday – Friday, 9:00am – 5:00pm
- 30-minute lunch break
- Full-time office-based role
Desired Experience:
- Minimum 2 years' experience within Financial Services, with previous IFA experience essential
- Minimum 5 years' experience in a senior administration role supporting senior leadership or operating within a high-responsibility administrative position
- Proven experience processing new business and managing client cases within an IFA environment
- Strong understanding of Financial Planning processes, provider interactions, and compliance requirements
- Experience preparing valuations, portfolio comparisons, and client review documentation
- Exposure to cashflow modelling, FE Analytics, and suitability report preparation for fund switches, pension top-ups, or withdrawals
- Experience with annuities, pensions, investments, and protection products would be advantageous
- Experience using Curo or a similar back-office system would be beneficial
- Strong Microsoft Office skills, particularly Word, Excel, Outlook, and Teams
Responsibilities & Duties:
- Provide comprehensive diary, inbox, and task management support to a Senior Adviser
- Act as a trusted gatekeeper and first point of contact for clients, providers, and internal stakeholders
- Manage confidential and sensitive information with professionalism and discretion
- Prepare meeting packs, agendas, client documentation, and follow-up actions
- Coordinate meetings, travel arrangements, and key business activities
- Process Letters of Authority (LOAs) and liaise with product providers
- Prepare valuations, portfolio comparisons, and supporting documentation for client reviews
- Support cashflow modelling and suitability documentation processes
- Produce client appointment packs for both new and existing clients
- Process new business applications and ensure cases progress efficiently through to completion
- Liaise with providers to resolve queries and provide updates to clients and advisers Process fund switches and no-action suitability letters where required
- Handle death claims with professionalism, empathy, and sensitivity
- Maintain accurate client records and ensure all work complies with FCA regulations and internal procedures
- Keep up to date with industry, legislative, and product developments
By applying for this position, you agree for your data to be stored by Swarm Recruitment until notice is given by you for it to be removed. Your data will only be used for the purposes intended. Our Data Protection Policy will be forwarded to you if requested.
Pay: £31,000.00-£35,000.00 per year
Benefits:
- Company events
- Company pension
- Employee mentoring programme
- Free parking
- On-site gym
- On-site parking
Experience:
- Senior Administration or EA/PA: 4 years (required)
- working within Financial planning,: 2 years (required)
Work Location: In person
