Senior Ifa Administrator

**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.
- 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).
- 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**
- Act with integrity
- Act with due care, skill and diligence
- Be open and co-operative with the FCA, PRA, and other regulators
- Pay due regard to customer interests and treat them fairly
- Observe proper standards of market conduct
- 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).