Senior IFA Administrator

Job Description

Role Title: Senior IFA Administrator
Reports To: IFA Admin Manager
Location: Nationwide
Hours of Work: 35 hours per week
SMCR Function: Conduct Role

Role Profile

The Senior IFA Administrator provides high-level pre- and post-sales support to Financial Advisers, ensuring that all client-related tasks are completed accurately, efficiently, and in line with regulatory and company compliance standards. The role includes acting as a point of escalation for administration queries and supporting the training and onboarding of new team members.

Key Responsibilities

Client & Adviser Support

• Act as the first point of contact for the local IFA Administration team for escalated queries.

• Obtain illustrations, key features, and application forms from platforms and providers.

• Prepare client meeting packs, including valuations, fact finds, agreements, and risk profiles.

• Post documentation to clients or providers as required.

• Issue and track letters of authority, update policy records upon receipt of information.

• Maintain accurate client and policy details within Intelligent Office (iO).

• Prepare and process new business applications in line with internal procedures.

• Handle written, phone, and electronic enquiries from clients, Advisers, and providers.

• Provide timely, accurate updates to clients and obtain required policy information.

Workflow & Administration

• Support the quality-checking of administrative work across the team.

• Produce regular and ad-hoc valuation reports, updating iO accordingly.

• Manage the iO diary system to ensure all activity is scheduled and completed.

• Ensure Advisers and IFA Admin Managers are informed of relevant client developments.

• Process encashments and withdrawal requests, confirm updates with clients.

• Liaise with providers to maintain service standards and resolve queries.

• Resolve fee and commission queries in collaboration with the Finance team.

Team Support & Leadership

• Provide support and cover for other IFA Administrators and Senior IFA Administrators when required.

• Deputise for the IFA Admin Manager in their absence, ensuring continuity and workload management.

• Support the training of new administrators and assist with implementation of new processes.

• Participate in and contribute to Procedural Workgroups to improve and evolve internal systems.

Additional Responsibilities

• Answer calls professionally and in accordance with company standards.

• Open, scan, and distribute post within agreed timescales.

• Ensure accurate scanning and shredding of documents where required.

• Report suspected compliance breaches to the Compliance Manager promptly.

• Contribute to business-led projects, which may include work on:

  • Intelligent Office (CRM)

  • Platforms/Providers

  • Investment Committee admin

  • New business processing

• Carry out any other duties reasonably requested by line management or directors.

SM&CR Responsibilities

As an FCA-regulated business, Ascot Lloyd operates within the Senior Managers and Certification Regime (SM&CR). Employees are expected to act with personal accountability and integrity at all times.

Individual Conduct Rules

1. Act with integrity

2. Act with due care, skill and diligence

3. Be open and co-operative with the FCA, PRA, and other regulators

4. Pay due regard to customer interests and treat them fairly

5. Observe proper standards of market conduct

6. Act to deliver good outcomes for clients

Skills & Experience Required

• Proven experience in a varied IFA Administration role.

• Excellent communication skills – both written and verbal.

• Client-focused with a professional, proactive attitude.

• High attention to detail and accurate data entry capabilities.

• Strong organisational and time management skills.

• Proficient in Microsoft Office and back-office systems.

• Strong industry knowledge and understanding of adviser processes.

• Willingness to study towards professional qualifications (desirable but not essential).