Job title: Entry Level Administrator
Reporting to: Operations Manager – Client Operations
Date of Issue: June 2026
Role objective
This role is to provide essential administrative and client service support to advisers and the wider team, ensuring the smooth operation of day-to-day business activities.
Key Responsibilities
* Greeting clients who visit the office.
* Data cleansing and Preparation of meeting packs for client appointments.
* Creating and updating client information on back our office system – Intelligent Office.
* Obtaining current & historic valuations from providers and relaying information to clients and advisers.
* Processing Letters of Authority and collating research for advisers.
* Post & Scanning.
* Data entry onto a number of our systems.
* Obtaining updates on new business submissions.
* Ad hoc projects – from other offices within the Shackleton Group.
* Assisting clients with online access to our PFP portal and Shackleton Hub Platform.
External Relationships
* Liaising with Providers/Platforms to aid valuations and policy information.
* Dealing with client calls and emails.
Internal Relationships
* Working closely within the administration teams and other support teams within the company.
* Working closely with all advisers to provide full support preparing for client meetings through to New Business and adviser instructions.
This job description may be reviewed and subsequently amended to better reflect any changes required in the role.
Knowledge and experience
* Good understanding of office procedures and administrative systems.
* Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
* Strong IT skills with the ability to quickly learn new software systems.
* Awareness of data protection regulations and confidentiality principles.
* Understanding of internal communication protocols and business processes.
* Experience handling incoming calls and emails in a professional manner.
* Strong written and verbal communication skills, delivering information clearly and concisely.
* Excellent interpersonal skills with the ability to build positive working relationships.
* Ability to work independently as well as part of a team.
* Strong organisational skills with effective time management and prioritisation.
* Reliable with excellent timekeeping.
* Adaptable and resilient, able to work effectively in a busy environment.
* Previous experience within the IFA or financial services sector is advantageous but not essential.
Personal Skills
* High level of attention to detail and accuracy.
* Clear and professional communication style.
* Willingness to learn and take direction.
* Team player with a supportive and helpful attitude.
* Discreet, trustworthy, and reliable, particularly when handling sensitive information.
* Strong organisational and time management skills.
If you are interested in learning more about this role or want to apply, please send your CV/Application to HR@shackletonadvisers.co.uk
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