We are hiring for a Part Time Senior Administrator to join our growing team.
In this role you will be responsible for assisting our Wealth Managementteam with day to day client and office administration support.
About Fidelius
Fidelius is an award winning Chartered Financial Planning firm with offices across the UK in Bath, Cheltenham, Chelmsford, London, and Nottingham. It is recognised as Money Marketing's Investment Advice Firm of the Year 2025, a VouchedFor Top Rated Firm 2026 and was ranked in the top 20 of FT Adviser’s Top 100 Financial Advisers in 2025. Founded in 1998, the company has around 240 employees and offers services including Wealth Management, Retirement Planning, Protection Planning, Employee Benefits, and Mortgages.
Our mission is to help clients build the life they want with confidence. We make it happen. We pride ourselves on excellent client service through long term financial planning and we know our people are the key to our success.
Key responsibilities
Core Senior Administration Activities
* Assist with preparation of existing client annual review meeting packs, including production of portfolio reports.
* Coordinate with the centralised Administration team to process new client and post-meeting packs.
* Chase and collate Letter of Authority plan information, liaising with all parties to ensure sufficient information for case assessment.
* Package and dispatch financial planning reports for Financial Planners and their clients.
* Process and submit new business applications and client instruction requests, tracking all transactions to completion in line with SLAs.
* Keep the Client and Wealth Client Executive updated on outstanding transactions and manage technical queries.
* Support teams to achieve consistent results for audits and goals.
* Produce and issue client fee invoices.
* Participate in weekly team planning meetings focusing on the end-to-end client journey.
* Maintain accurate client data on back-office systems in line with company processes.
* Update client platform account records accurately according to company procedures.
* Proactively review platform accounts and MI reports, ensuring all actions are completed within agreed SLAs.
* Liaise with product providers to progress submissions, including client transfers and fee information.
* Provide ad-hoc support and assist with company projects as required.
* Proactively identify and suggest process efficiencies where possible.
Data Management
* Ensure all data is captured and entered accurately into the back-office system.
* Regularly check data, fill gaps, and correct errors as needed.
* Verify and update all policy and platform account records upon receipt of product provider correspondence.
* Continuously monitor policy records to ensure accurate valuations can be produced when required.
* Prepare existing client iO records for registration of PFP at annual review.
* Record all client activity, including telephone calls and emails, on the back-office system to maintain a complete and accurate audit trail.
Team Working
* Build strong working relationships with colleagues across the business.
* Collaborate with the team to develop processes, create guidance documents, and provide feedback on new ways of working.
* Support team members to ensure tasks are completed on schedule and deadlines are met.
* Assist with training and development of less experienced colleagues.
* Provide absence cover for colleagues when needed.
* Undertake project work and additional duties as required.
Compliance
* Treat all data with confidentiality and take reasonable steps to protect it.
* Treat customers fairly, seeking guidance from your Line Manager or Head of Compliance when necessary.
* Follow compliance procedures and FCA regulations to ensure regulatory and company policies are adhered to.
* Maintain client records and update information on back-office systems to ensure an effective audit trail.
* Undertake work appropriate to your skills and abilities.
Training and Knowledge
* Work with your line manager to create a personal development plan and agree CPD activities.
* Successfully complete company tests and attend required training sessions.
Knowledge, Skills, and Competencies
* Previous experience working in a small to medium-sized financial services role or similar.
* Good working knowledge of Microsoft Office products, including Word, Excel, Outlook, and PowerPoint, or equivalent tools.
* Experience in delivering accurate, relevant, and timely information.
* Ability to work effectively with others in a team environment.
* Experience working in an environment undergoing significant change.
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