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.

Benefits:

• Competitive starting salary of £26,000 – £28,000, dependent on experience
• Salary review upon successful completion of probation
• 26 days’ annual leave, plus bank holidays
• Option to carry forward up to 3 days’ unused annual leave or sell them back
• Hybrid working arrangement, with 3 days per week in the office
• Company pension
• On-site parking
• Sick pay

We're looking for someone with:

– A minimum of 2 years' experience in an IFA/Financial Planning administration role

– Excellent written communication and literacy skills

– Strong attention to detail and organisational ability

– A friendly, positive, and professional attitude

– The ability to manage multiple tasks and deadlines effectively

– Confidence communicating with clients and providers

– A proactive approach to problem-solving and workload management

– We currently use Benchmark/Enable CRM system and our main platform provider is Transact, so experience using these systems is notable but not essential.

Professional qualifications such as CII exams are welcomed but are not essential.

Most importantly, we're looking for someone who is hardworking, reliable, and enjoys working as part of a supportive small team.

Key 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

What We're Looking For

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?

At Vea Wealth, you'll be joining a small, supportive team where your work is genuinely valued. We believe in maintaining high standards while creating a positive and enjoyable working environment. You'll have the opportunity to develop your skills, take ownership of your role, and be an important part of a growing financial planning business.

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.