Financial Services Administrator

Sussex Retirement Planning is an independent financial advisory firm based in Goring, Worthing. They specialise in working with clients who are in retirement, approaching retirement or planning for the future. They are committed to delivering high-quality, personalised advice, helping clients make the most of all the resources available to them.

Authorised and regulated by the Financial Conduct Authority (FRN ). Their small, close-knit team prides itself on professionalism, attention to detail and a genuine commitment to client service.

The successful candidate will receive a basic salary of up to £40,000 depending on experience & qualifications.

Other benefits include:

• 20 days holiday + bank holidays
• Company pension scheme
• Discretionary annual bonus
• Flexible working - minimum 4 days per week, with compressed hours considered
• A welcoming office environment shared with a friendly accountancy firm of around 15–16 colleagues
• The opportunity to work directly alongside a Chartered Financial Planner and contribute meaningfully to client outcomes
• A genuinely flexible employer - we actively welcome returners, career changers and those seeking a better work-life balance
• Scope to develop your skills and grow into the role
• Future option to work partly from home, subject to business needs

Purpose of the role:

They are looking for a highly organised and proactive Administration Executive to join their team.

This is an excellent opportunity for someone with a background in financial services administration who is eager to contribute to a growing, client-focused advisory practice. You will play a central role in keeping the operations running smoothly, supporting the advisers and ensuring an outstanding experience for the clients.

Duties and Responsibilities:

• Send, chase and process letters of authority and plan information with providers
• Process new business, switches (on and off platform) and client withdrawals
• Liaise with product providers on behalf of clients, including certification of documents where required
• Collate and verify evidence of identity in line with compliance requirements
• Oversee the production and checking of bespoke quarterly client valuations
• Manage the annual review process, ensuring reviews are scheduled, completed on time and appropriately recorded
• Support the processing of client risk analyses
• Coordinate tax reporting information for clients and their accountants, including Capital Gains Tax reporting
• Manage threads and tasks within XPlan
• Handle invoicing and credit control and monitor fee collection
• Manage incoming and outgoing post, scanning and electronic filing
• Book meetings and organise meeting rooms
• Greet and welcome clients and visitors to the office

The Ideal Employee:

• Self-motivated and willing to take initiative
• Committed to professional self-development, with an openness to embracing new technologies such as AI tools
• A collaborative team player who is comfortable working within a small, close-knit team
• Positive, professional and client-focused in approach

Experience required:

• Minimum two years’ administration experience within a financial planning or IFA firm
• Ability to liaise effectively with a variety of product providers and accommodate their individual processes
• Highly organised, with a systematic approach to managing workload and supporting colleagues
• Strong attention to detail and a commitment to accuracy
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Working knowledge of financial products including investment bonds, SIPPs, VCTs and investment platforms
• Understanding of how commission and fee structures operate within the advisory industry
• Experience using XPlan practice management software
• Familiarity with FCA regulatory requirements relevant to financial services administration

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