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Employer Id: 664472

Employer Name: Portman Financial People

JobTitle: Administrator

Location Name: Fair Oak

Salary Type: per annum

Salary: £30,000 - £35,000 per annum

Date Posted: 26/01/2026

Expiration Date: 09/03/2026

External URL:

Job URL: https://www.reed.co.uk/jobs/administrator/56377639

Full Time: 1

Contract Type: Permanent

Job Description:

IFA Administrator

Location: Eastleigh, Hampshire (Hybrid – 2 days in the office)

Salary: £30k - £35k

Benefits: 25 days holiday + Christmas off, Medicash, Death in Service, full study support to Chartered or Fellowship

The Role

We’re looking for an experienced and organised IFA Administrator to take the lead in developing and running our administration function. You’ll be responsible for keeping the advice process moving smoothly from start to finish, ensuring clients receive a professional, efficient service at every stage.

This isn’t a typical admin role. We’re looking for someone who wants to help shape the way the back office works, bring structure and consistency to our systems, and grow with the business as we scale.

Over the next 12 months, we’ll be upgrading our tech stack and refining our processes, so we need someone who’s confident with technology, enjoys problem-solving, and isn’t afraid to suggest better ways of doing things.

Core Systems

• Intelligent Office (IO) – CRM, valuations, workflow and client data
• Defaqto Engage – risk profiling and product research
• FE Analytics – fund performance and portfolio analysis
• Voyant – financial planning and cashflow modelling

The Admin Function

As Head of the Admin Function, you’ll oversee the operational side of the advice process, managing new business submissions, maintaining accurate client records, and ensuring advisers have the information and support they need.

Client & Adviser SupportManage client onboarding, AML checks, and data gathering

• Prepare documentation, valuations and policy information for client meetings
• Liaise with providers to obtain quotations, policy details, and progress updates
• Support advisers and paraplanners with administrative tasks throughout the advice process

New Business ProcessingSubmit and track applications for pensions, investments and protection

• Maintain accurate records and update Intelligent Office workflows
• Monitor completion of cases and issue policy documents
• Ensure compliance and audit requirements are met at every stage

Systems & Process ImprovementReview current admin procedures and identify where improvements can be made

• Help design and document new workflows within IO as part of our tech modernisation
• Maintain accuracy of client data across all systems
• Work with management to ensure the team can scale efficiently as the firm grows

Team Leadership & Development

• Support and train future team members as the department grows
• Build consistent standards for client communication, data accuracy, and turnaround times

About You

You’ll be someone who thrives on organisation and efficiency, the kind of person who likes a well-run system and takes pride in getting things done right first time.

• We’d love to hear from you if you:Have experience in an IFA, wealth management, or financial planning firm
• Understand the key stages of the advice process and provider requirements
• Are confident using systems like IO, Defaqto, FE Analytics or Voyant
• Have excellent attention to detail and communication skills
• Are proactive and comfortable suggesting and implementing improvements
• Are working towards or interested in taking industry qualifications (full support provided)

Working Arrangements

• Hybrid: 2 days in the office each week (Eastleigh-based)
• Flexible hours: We’re happy to accommodate school runs or other commitments
• Remote option: Once processes are established, there’s scope to move fully remote if preferred

Progression and Support

We’re scaling quickly, so for the right person there’s real potential to move into an Office Manager or Operations Manager position in the near future.

You’ll also have full support for professional development, whether that’s progressing your CII qualifications or working towards Chartered or Fellow status if you choose to go down that route.