Job Overview
The Private Client Administration Manager is responsible for leading and managing a high‑performing client administration team, ensuring that they consistently work towards best‑in‑class service standards. This hybrid role is based in our Edinburgh office and the manager will oversee 7 direct reports. The position requires a strong focus on operational excellence, adherence to established processes, and continuous development of the team to ensure client services are delivered efficiently and accurately.
Responsibilities
* Trusted Leadership & Team Culture:
o Act as a trusted leader, setting an example in integrity, professionalism, and fairness.
o Ensure the company’s culture and values are embedded within the team, promoting a collaborative, supportive, and high‑performance work environment.
o Build and maintain trust with team members, advisers, clients, and other stakeholders.
o Lead the team in a way that fosters transparency, mutual respect, and open communication.
* Team Management & Development:
o Lead, coach, and support the client administration team, ensuring high motivation and performance across all roles.
o Promote a positive team culture, encouraging collaboration, continuous learning, and professional development.
o Ensure that recruitment, training, and performance management processes are aligned with company values and best practices.
* Operational Excellence:
o Ensure the team consistently adheres to best‑in‑class processes, delivering high‑quality, timely, and accurate services.
o Oversee efficient management of client records within the Intelligent Office system, ensuring compliance with internal standards and regulatory requirements.
o Manage and prioritise workloads effectively, ensuring smooth and efficient operations even during peak periods.
o Monitor invoicing, income recording, and matching processes to ensure accurate financial administration.
* Process Adherence & Improvement:
o Maintain a focus on continuous process improvement, ensuring that workflows are optimised without sacrificing quality or service delivery.
o Identify and address any inefficiencies in current processes, working collaboratively with other teams to implement solutions.
o Ensure that all team members follow established procedures and actively contribute to maintaining high operational standards.
* Relationship Management & Collaboration:
o Build and maintain strong, trusted relationships with advisers, clients, internal teams, and external providers.
o Work closely with the Head of Operations and other senior managers to ensure the team’s operations align with the wider business strategy and goals.
o Promote a culture of collaboration across departments, ensuring that all stakeholders are engaged and working towards common objectives.
* Risk & Compliance:
o Act as a role model for adherence to regulatory requirements, ensuring that the team operates within the guidelines set by the FCA and the company.
o Ensure that Treating Customers Fairly (TCF) and Retail Conduct Risk (RCR) principles are fully embedded in team processes and decision‑making.
o Identify potential risks and accelerate them appropriately, always maintaining a focus on client fairness and business integrity.
Key Skills And Experience
* Trusted Leadership:
o A leader who is seen as credible and trustworthy by their team, peers, and senior management.
o Strong ability to inspire, guide, and mentor team members, promoting a culture of accountability, trust, and excellence.
* Cultural Champion:
o A strong advocate for embedding the company’s culture and values into day‑to‑day operations.
o Focused on creating an inclusive, respectful, and collaborative working environment.
* Solution‑Oriented & Data‑Driven:
o A proactive problem solver who uses data and insight to drive operational improvements.
o Strong analytical skills, with the ability to identify areas for enhancement and implement practical solutions.
* Multi‑Tasking & Workload Management:
o Demonstrated ability to manage multiple priorities while ensuring high‑quality, timely service delivery.
o Skilled in delegating and distributing work effectively to maximise team productivity.
* Communication & Collaboration:
o Excellent communication skills, both written and verbal, with the ability to engage with stakeholders at all levels.
o A strong collaborator who fosters positive working relationships across the business.
Critical Knowledge & Experience
* Industry Expertise:
o Experience within a regulated financial services environment, with knowledge of FCA requirements and the financial services sector.
o Familiarity with Intelligent Office or similar client management systems is highly desirable.
* Operational Expertise:
o Proven experience managing an administration team, ensuring high levels of service and operational efficiency.
o Strong understanding of compliance, risk, and governance within financial services operations.
Qualifications
* Progress towards a regulated diploma in Financial Planning (QCF Level 4) or equivalent is preferred.
Benefits
* Competitive salary
* Private Medical Insurance post probation
* Attractive Employee Pension Scheme (7.5% employer & minimum 3% employee)
* 25 days Annual Leave (plus buy and sell up to 5 days)
* Office Christmas close (3 days)
* Life Assurance
* Health cash plan
* Hybrid working
* Discretionary performance related bonus
* Employee Assistance Programme
* And lots of flexible benefits to choose from.
Equal Employment Opportunity
The Titan Wealth Group is firmly committed to fostering an inclusive and equitable environment for everyone who works with us, regardless of their race, age, gender, sexual orientation, religion, physical ability or disability, or political affiliation. We believe that having a diverse team allows us to create the best possible outcomes for our clients and team members. We strive to provide equal opportunities in all aspects of the workplace with respect to recruitment and career advancement, pay and benefits, training and development opportunities and other job‑related activities.
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