The purpose of the role is to support our Client’s Financial Planners and ensure smooth delivery of excellent client service and client communication as per business processes, whilst ensuring & overseeing that all client tasks are completed in a timely and accurate manner.

• Client Servicing

• Provide friendly professional point of contact for clients and enquiries (by phone, email and in person)

• To be the first point of contact for incoming calls
• Meet and greet clients and guests as they arrive at the office
• Prepare meeting rooms prior to clients or guests arriving
• Organise existing and prospective client meetings and actively manage all Financial Planners diary and workload
• Prepare client documentation in advance of and following client meetings (as per business processes)
• Manage client service needs and client expectations to ensure client satisfaction
• Liaise with other team members on work progress per client account and keep clients informed (as per business process)
• Liaise with clients on any administration queries they may have
• Assist in client meetings when required (Witnessing)
• Ensure that relevant service components (as per client agreement) are delivered throughout the year in a timely manner (as per business process)
• Open and maintain client files to the required compliance standards
• Ensure action points resulting from client meetings are added to the workload and dealt with
• Complete checks for Anti Money Laundering
• Ensure all client meeting packs are prepared and available to the Planners in advance of the meeting, checking the diary consistently for any new amends
• Provide weekly Management Information to the Practice Manager/Operations Manager
• Assist in the organisation of the Annual Client Christmas event
• Organise in the distributing of client birthday and special event cards and gifts, updating the back office system with upcoming birthdays in advance and letting Planners know
• Ensure all internal Professional Logs are kept up to date and any outstanding documents are brought to the attention of the Planner and chased accordingly
• Monthly Stationery order for all offices
• Assist in the distribution of the company newsletter for those clients not on email

Annual Strategy Meetings (ASMs)

• Project lead the ASM Process
• Obtain valuations and policy information from providers for client packs
• Prepare packs which include valuations and copies of net worth, income and expenditure to be updated and sent to clients with regard to their Annual Strategy Meeting, 8 weeks prior to the meeting.
• Ensure implementation of any agreed actions following the review meeting
• Complete checklist and scan documentation to back office system and file

General Administration

• Ensure back-office systems are kept up to date
• Open, scan log and allocate all incoming post
• Filter Financial Planners general information, queries, phone calls and invitations Other duties as directed by management

Miscellaneous

• Attend weekly team meetings and quarterly Open Forum meetings with the Support Team
• Provide weekly minutes of the team meetings and post to the relevant Drive
• Ensure voicemail set on telephone or transferred to the other offices as appropriate when Main office is not manned.

Office Security

• Ensure all windows, shutters and blinds are closed each night before the office is closed
• Ensure all lights are off, alarm is set, and front door is locked, all 3 locks.

Qualifications
There are no set entry requirements, however you would be expected to have GCSEs/S Grades (A-C/1-3) in Mathematics and English, have excellent IT and keyboard skills and telephone manner.
Previous work in Personal Financial Services industry is desirable.
Job Type: Full-time
Pay: £30,000.00-£35,000.00 per year

Ability to commute/relocate:

• Cardiff: reliably commute or plan to relocate before starting work (required)

Location:

• Cardiff (required)

Work Location: In perso