Full-time | Hybrid | London
About Us
Capital Partners is an established, client-centred financial planning firm based in the City of London. We help individuals, families and business owners envision their ideal future lifestyle and build the financial roadmap to get them there. Our philosophy centres on maximising each client’s Return on Life, ensuring their wealth serves the life they want to live, not the other way around.
We are a close-knit, ambitious team united by five core values: curiosity, candour, creativity, client focus and collaboration. We invest heavily in our people, our technology, and the quality of advice we deliver.
About the Role
The Group Administrator is the operational backbone that keeps client service running smoothly across Capital Partners’s advisers, paraplanners and pods. You will be the first point of contact for many of our clients, and the trusted pair of hands our financial planners rely on to keep cases moving, files compliant and clients informed at every stage of their journey.
This role sits at the intersection of client care, new business processing and back-office accuracy. You will manage a high volume of moving parts, new business submissions, annual reviews, provider queries and CRM records, while maintaining the calm, organised approach that lets advisers focus on advice rather than admin.
We are looking for someone who takes genuine pride in getting the details right, who clients and colleagues alike can rely on to follow things through to completion, and who is comfortable being the connective tissue between advisers, paraplanners, providers and clients across the group.
Qualifications & Experience
- Previous experience in a financial administration, client services or new business support role within financial planning, wealth management or an IFA business (essential)
- Working knowledge of retail investment products, pensions, ISAs, GIAs, protection and platform-based investments
- Experience using back-office/CRM systems such as Intelliflo Office, and confidence learning new platforms and provider portals
- Understanding of the new business lifecycle, from application through to completion, and of provider processes and turnaround times
- Awareness of FCA requirements relevant to client administration, including Know Your Client, AML and file-keeping standards
- Progress towards, or willingness to work towards, a relevant industry qualification (e.g. CII Certificate in Financial Services) is desirable but not essential
- Strong Microsoft Office skills, particularly Outlook, Word and Excel
Key Responsibilities
Client Administration & Relationship Support
- Act as a first point of contact for clients across the group, handling queries by phone, email and written correspondence with professionalism and care
- Support financial planners and paraplanners with day-to-day client servicing activity, anticipating needs before they become requests
- Schedule and coordinate client meetings, annual reviews and adviser diaries, making the best use of everyone’s time
- Prepare accurate, well-presented meeting packs, review documentation and client correspondence ready for adviser sign-off
New Business Processing
- Process new business applications for pensions, investments, ISAs, protection policies and other financial products accurately and efficiently
- Submit new business to providers and proactively monitor cases through to completion, keeping pipeline visibility high
- Chase outstanding documents, signatures, valuations and provider requirements, removing friction from the process wherever possible
- Process top-ups, withdrawals, transfers, fund switches and related instructions where authorised, following internal controls at every step
- Keep advisers and clients informed on case progress with clear, timely updates
Client Reviews & Ongoing Servicing
- Organise annual review meetings and manage the follow-up actions that come from them
- Act as a first point of contact on the main phone line, representing the firm professionally in every interaction
- Obtain up-to-date valuations, policy information and product details ahead of reviews
- Prepare polished review packs, client summaries and supporting paperwork
- Coordinate post-review actions and track tasks through to completion, ensuring nothing falls through the cracks
- Support the firm’s ongoing service proposition and annual servicing requirements
- Manage incoming post and ensure it is allocated to the right person promptly
Provider & Third-Party Liaison
- Build effective working relationships with pension providers, investment platforms, insurers and other product providers
- Request illustrations, quotations, product literature, valuations and policy information as needed
- Monitor provider turnaround times and escalate delays proactively, keeping cases moving
- Ensure third-party information is captured accurately and shared promptly with the relevant adviser or paraplanner
Back-Office & CRM System Management
- Maintain accurate, up-to-date client records on back-office systems such as Intelliflo
- Record client communications and adviser instructions clearly and promptly, creating a reliable audit trail
- Keep fact-find information, policy records, contact details and workflow notes current
- Create, schedule and complete tasks linked to meetings, reviews, new business and ad hoc requests
- Champion data quality and file accuracy, supporting effective pipeline tracking across the group
Compliance & Regulatory Administration
- Maintain compliant client files in line with internal procedures and FCA expectations
- Ensure Know Your Client information, AML checks and required documentation are complete and up to date
- Identify and escalate complaints, breaches or compliance concerns promptly through the correct internal route
Trading & Investment Administration
- Process investment trades or fund switches where the firm permits administrator involvement, following adviser instructions precisely
- Apply internal controls consistently when administering platform transactions
- Monitor transactions through to completion and record outcomes accurately on the client file
- Support ISA, pension, bond and platform administration tasks across the client bank
- Escalate any trade, platform or provider issues promptly to avoid delays
Reporting, Workflow & Management Information
- Track new business submissions, pipeline activity and outstanding provider actions
- Produce management information as required by advisers, managers or the compliance team
- Support income matching and reconciliation processes
- Maintain workflow dashboards, task lists and service level records
- Contribute ideas for process improvement, helping the group run more efficiently as it grows
Skills & Attributes
- Highly organised, with the ability to manage a high volume of tasks and competing deadlines without losing accuracy
- A natural communicator, clear, warm and professional whether speaking with a client, adviser or provider
- Meticulous attention to detail, particularly when handling client data, documentation and compliance records
- Proactive and self-motivated, comfortable chasing outstanding items and following things through without being asked twice
- Discreet and trustworthy, understanding the sensitivity of client financial information
- Comfortable working across multiple advisers, pods or offices within the group, adapting to different working styles
- Confident with technology and back-office systems, with the curiosity to learn new tools and platforms quickly
- A genuine team player who takes pride in being the reliable, steady presence that keeps everything moving
Role Details
| Reports to | Chirine Harb / COO |
| Works with | All departments and pod members |
| Salary | £30,000 – £38,000 depending on experience and qualifications |
| Notice period | Three months |
| Probationary period | Three months |
Benefits
- Employer pension contribution of 8%
- Death in Service and Income Protection
- Private Medical Insurance
- Annual performance bonus
- Cycle to work scheme
- 22 days’ annual leave plus your birthday and bank holidays, with office closure over Christmas
- Financial support for exams and professional development, plus up to four additional study days
- Flexible and hybrid working arrangements
- Discounted gym membership, cinema, travel and lifestyle perks
How to Apply
To apply, please use the form below.
Chirine Harb, COO
