Operations Administrator – Serenity Financial Planning
About the Role
Employer Name: Serenity Financial Planning
Location: Lincoln, Lincolnshire (Preferred)
About the employer: A independent Chartered Financial Planning firm who work with clients from all four corners of the UK.
Key info:
Job role: Operations Administrator
Job description: We are looking for a talented administrator to support the operation of the business, Client Relationship Managers (CRMs) and Financial Planners (FPs) in delivering an excellent service to clients.
Number of vacancies: 1
Working days per week: 5
Working hours per week: 35
Working timings: Monday to Friday
Salary: £26,000 – £29,000 per annum
Requirements:
Financial Planning Administration: 2 years (Required)
Key Responsibilities
Client servicing and ongoing reviews
- Handling admin-related queries on behalf of the CRMs
- Supporting CRMs with preparation for client meetings
- Keeping CRMs and FPs informed of work in progress. Liaise with other team members as necessary for updates and chasing product providers
- Ensuring the service stated in each client agreement is delivered in a timely manner
- Creating and maintaining client files to the required compliance standards
- Sending Letters of Authority and gathering accurate information as per advice process
- Producing portfolio valuations as requested by CRMs and Financial Planners
- Obtaining illustrations, application forms and other enclosures for issue with reports
Business-Processing
- Checking accuracy and completeness of documents before processing/submission including anti-money laundering requirements
- Ensuring all business applications are processed accurately and efficiently in line with both the business’ and relevant product provider’s requirements
- Checking policy documents and contract notes received from product providers
- Filing documents correctly in line with latest policies and processes
- Recording fees accurately
- Chasing product providers to ensure timely and accurate turnaround times for clients
- Ensuring all fund switches / rebalances / other transactions are carried out accurately and within the required timescales
General Administration / Other
- Ensuring back-office systems are kept up to date, including the Serenity client portal
- Filtering financial planners’ general information, queries, phone calls and invitations?
- Opening, scanning, logging and allocating incoming post
- Completing timesheets and updating adviser dashboard
- Support with business activities such as issuing client birthday cards
- Participating in internal meetings with aim of continuous improvement
- Understanding and adhering to the Financial Conduct Authority Tier 1 Conduct Rules
- Maintaining sufficient knowledge on regulatory matters relevant to own role and tasks (these will be explained during your induction and ongoing training & development)
- Correctly identifying and escalating issues to the Money Laundering Reporting Officer/Compliance Oversight/financial planner, or management when necessary
- Conduct all tasks in line with business processes and compliance policy at all times
Specialisms
- Maintaining our Compliance manuals
- Maintaining our Compliance policies
- Maintaining our Operations Manual and drafting procedures
- Maintaining HR records – onboarding new starters and leavers
- Assist with inducting new employees
- Conducting annual due diligence on our third-party suppliers
- Conducting annual data security review
- Collating data for the bi-annual FCA Gabriel Return
- Collating data for the Professional Indemnity Insurance renewal
- Matching cash receipts to fee expectations and maintaining accurate records
- Producing monthly detailed fee income reports
- Maintaining back-office system settings
This job description is not exhaustive. Management reserves the right to direct you to perform other tasks which do not require FCA approval or in-house Certification. Any other duties will be of a nature that can reasonably be expected to be in your capabilities based on your knowledge, experience, and demonstrated competency.
Personal Skills and Qualities
Essential
- Microsoft Word, Excel, and electronic diary management
- Knowledge of financial services products and basic compliance requirements
- Trustworthy, reliable and takes pride in their work.
- Good communicator (both verbal and written) with a pleasant telephone manner and numerate
- Highly organised, methodical and disciplined
- Self-motivated and takes personal responsibility for completing tasks
- Understands importance of compliance and works within defined business processes
- Adopts a positive attitude, willing to assist other team members even when busy
- Able to work under pressure on occasion to meet deadlines
- Assists other team members with enthusiasm, respect, and empathy
- Able to work independently once training on specific tasks has been completed
- Uses initiative appropriately without acting outside of role remit/crossing regulatory boundaries
Desirable
- Experience of financial Services back-office systems
- Advanced Excel
- Knowledge of cash flow modelling tools
Experience
- At least 2 years working within a financial planning environment – Essential
- At least 2 years’ administration/customer service/account management – Desirable
- Previous PA experience from within financial services industry – Desirable
Qualifications
- Willing to obtain relevant qualifications and undertake Continuous Professional Development (CPD) – Essential
- CII/PFS Diploma in Regulated Financial Planning or progression towards – Desirable
This job description forms part of your contract of employment.