Job Title: Office Administrator / Manager
Location: Honiton
Reports To: Office Administrator / Manager
Salary: £22,000 - £26,000
Working Hours: 35 hours per week (Monday to Friday, 9:00am - 5:00pm)
Position Overview:
An exciting opportunity for an experienced and organised Office Administrator / Manager to join a professional services firm. This position is integral to the daily operations of the business, ensuring smooth administrative support across the office and client service functions. The role also contributes to delivering a high standard of post-advice service to clients by coordinating with internal teams and external providers.
Main Responsibilities:
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Serve as the first point of contact for all incoming communications including phone calls, emails, visitors, and post.
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Manage general office tasks such as scanning, filing, data entry, supply ordering, and ensuring the workplace is well maintained and health & safety compliant.
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Support advisers and paraplanners with administrative duties, including scheduling, meeting coordination, and document preparation.
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Maintain accurate and up-to-date client records using the firm’s back-office system.
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Assist with client onboarding and file maintenance in line with regulatory standards.
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Liaise with financial product providers to obtain policy details, process service requests, and manage outstanding queries.
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Coordinate and manage the client review process, ensuring timely production and dispatch of review documentation.
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Draft and send professional client communications, including review letters and service updates.
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Monitor and process adviser income, including tracking fees and commissions via the internal system.
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Reconcile provider statements and ensure accurate adviser payments.
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Support compliance procedures by maintaining relevant records and audit documentation.
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Help organise internal meetings, staff updates, and training sessions.
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Contribute to general office and team-wide administrative needs and assist with special projects as required.
Skills and Experience:
Essential:
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Proven experience in an administrative role, preferably in a financial services or professional office setting.
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Excellent attention to detail and strong organisational abilities.
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Proficient in Microsoft Office applications (Word, Excel, Outlook).
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Clear and professional verbal and written communication skills.
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Discreet and trustworthy in handling sensitive information.
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Comfortable juggling multiple tasks and working under pressure.
Desirable:
Background in financial planning or an independent advice firm.
Knowledge of financial services back-office systems (e.g., Intelligent Office).
Awareness of regulatory compliance within the financial services sector.
Personal Attributes:
Professional and approachable with a strong client-focused mindset.
Team-oriented with a positive and proactive work ethic.
Dependable, punctual, and committed to delivering high-quality work.
Adaptable and open to supporting various functions within the business.
Benefits:
Competitive salary based on experience
Supportive and collaborative team environment
Opportunities for training and career development
Consideration for flexible working arrangements
Employer-contributed pension scheme