Personal Assistant / Practice Administrator (Wealth Management)

Your Resourcing Partner Ltd
Moorgate, Greater London
£25000 - £32000/annum
15 Jun 2017
15 Jul 2017
Contract Type
Full Time
Practice Manager/ Personal Assistant – Wealth Management

We are recruiting for an exceptional Practice Administrator / Personal Assistant to support a Partner within St. James’s Place Wealth Management, based in Moorgate, London, EC2.

The role would suit a professional individual, who is willing to offer long term commitment to the role, where there will be the opportunity to progress from the Practice Administrator / PA to ultimately a Executive Assistant / Office Manager over the next 6-12 months as the Practice is all set for a large plan for expansion.

Role purpose

To provide full support to the Partner and growing team in terms of Practice administration support and financial business processing, whilst also providing a high level of client service to the high net worth clients. Attendance and support at corporate events shall be required, and therefore the individual must be well presented and professional.

Role content

The role is a mix of both Administration support and Client Servicing and is broken down as follows.

Client Servicing:

• Management and maintenance of client servicing proposition for all existing and new clients, including organising client gifts, greeting cards, etc.
• Diary management – booking in existing and potential clients, plus all business related appointments.
• Reconfirming meetings with clients 1-2 days prior to the meeting by telephone or email.
• Meeting and greeting clients on arrival to the office.
• Managing all client actions a task management system.
• 1:1 debrief meetings with the Partner following on from client meetings.
• Dealing with all incoming telephone calls from clients and contacts.
• Keeping all client contact details up to date within the CFR
• Updating Administration Centre and Policy Services client amendments
• Issuing policy documentation to clients
• Issuing wealth accounts or valuations to clients
• Liaising with internal administration centres regarding clients’ funds and investment queries.
• Meeting pack; preparing Agendas, obtaining up to date wealth accounts, CRR’s, illustrations, letters of authority, and notes
• Issuing final (approved) suitability letter to client.
• Organising bespoke events, alongside attendance at client events.
• Undertaking some evening calls to clients, where not possible to contact them during the day (occasional).
• Entering meeting notes and entering details onto Swift/CFR.
• Keeping client policy information up to date on the CFR
• Liaising with providers to obtain information on client’s external policies, diarising and chasing up where appropriate.
• Issuing letters of authority to Providers
• Using the internal intranet system to manage client basic enquiries
• Management of Work in Progress of all cases in hand and pro-actively moving these cases along to completion. Working closely with Paraplanner and being first point of contact with Paraplanner.
• Quality checking the grammar, layout of suitability letter reports, prior to issuing to client.
• Management of business pipeline
• Processing switches, withdrawals, via Partner.
• Managing all stationery and general office supplies

Technical Requirements of the role

Please note, training shall be provided where required on financial services technical aspects:

• Submission of Electronic applications and creating advice sets via Swift
• Submission of external business applications (non St James’s Place), online.
• Use of Bluedoor facility to submit ISA’s and Unit Trust applications and illustrations
• Preparation of illustrations and analytics.
• Preparing a compliant CFR/Handover document for Paraplanner to prepare suitability reports.
• Good knowledge of Microsoft Office Products i.e. Word, Excel, Outlook
• Knowledge of financial services advantageous, although not essential

Person Specification:
• Desire to develop and progress in the role to a senior level
• Pro-active and structured approach to supporting the Practice’s administration needs,
• Able to work on own initiative in a fast paced environment, often unsupervised.
• Excellent communication skills, via face to face, in writing or telephone.
• High level of attention to detail / accuracy – spelling and proof reading documents
• Enjoys working in an administrative capacity, supporting an individual and clients of HNW
• Identifying opportunities to improve the service level for the Practice as a whole, and suggesting new ideas to help improve the service the Practice provides to the client
• Good team player
• Professional and polite telephone manner
• Attendance at internal and external training courses/events where required, which may require some travel.
• Trustworthy and loyal, seeking longevity in their next role
• Whilst the role would suit someone with previous SJP experience, this is not an essential requirement of the role.

Additional Information:
• Hours of work: Full time, Monday to Friday (37.5 hours per week) 8.00am – 4.30pm / 9.00am – 5.30pm
• Salary: £27,000 - £32,000 per annum (dependant on experience), plus discretionary bonus
• Holiday: 25 days holiday
• Role Status: Employed role
• Start date: July / August 2017
• Location: Moorgate, London, EC2R