IFA Administrator

Responsibilities

• Client & Document Management
• Track documentation issued to clients and ensure timely follow-up where required
• Save and process signed documentation accurately and promptly
• Prepare and issue client reports, suitability letters, and other client-facing documents
• Provide professional and timely updates to clients regarding case progress
• Deliver a consistently high standard of client communication throughout the advice process
• CRM & Record Keeping
• Maintain accurate and up-to-date client records within our CRM system
• Ensure documents are saved correctly and client files remain organised
• Update fact finds following client meetings
• Maintain accurate records of valuations, provider information, and client data
• Workflow & Email Management
• Manage tasks effectively and meet agreed deadlines
• Prioritise urgent work appropriately
• Manage your inbox efficiently
• Acknowledge client communications promptly and provide realistic update timescales
• Escalate issues where appropriate
• Provider & Letter of Authority Management
• Process Letters of Authority (LOAs) from submission through to completion
• Liaise with providers to obtain valuations and policy information
• Maintain accurate records of outstanding provider requests and actions
• Ensure policies are added to the CRM system once the information is received
• Annual Review Preparation
• Prepare annual review packs, ensuring accuracy of valuations and policy information
• Identify and resolve issues before adviser review
• Ensure documentation is completed within agreed timescales
• Compliance & Administration
• Follow all internal procedures, FCA requirements, and compliance standards
• Ensure client documentation is accurate and compliant
• Adhere to GDPR and confidentiality requirements
• Manage outgoing post and maintain tracking records where required
• Team Support
• Support advisers and paraplanners with documentation and case management
• Keep advisers informed of case progress and outstanding actions
• Work collaboratively with the wider team to deliver a seamless client experience

Requirements

• You'll be someone who:
• Has exceptional attention to detail
• Takes ownership of their workload
• Communicates professionally and confidently
• Is approachable, friendly, and team-oriented
• Enjoys working within a small business where everyone supports each other
• Wants to contribute to the continued growth and success of the firm
• Is willing to develop professionally and continue learning
• Working Arrangements
• Hybrid role with minimum 3 days per week in the office
• Flexibility around which days are office-based
• Full-time position; part-time applications may be considered
• Why Join Vea Wealth?
• If you're an experienced IFA Administrator looking for a role where you can make a real impact and work alongside great people, we'd love to hear from you.

Benefits

Additional Information

Join a Growing, Client-Focused Financial Planning Firm Vea Wealth is a modern, independent financial planning firm dedicated to delivering exceptional service and high-quality advice to our clients. As our business continues to grow, we are looking for an experienced and proactive IFA Administrator to join our close-knit team. This is an excellent opportunity for someone who enjoys being an integral part of the client journey, takes pride in delivering outstanding service, and thrives in a collaborative environment where their contribution genuinely makes a difference.

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