Administration Assistant

About us

Personal Financial Planning is an employee-owned business operating through an Employee Ownership Trust (EOT). We believe in sharing the long-term success of the business with the people who help create it and in building a collaborative, supportive culture for our team.

We provide specialist financial planning support to people who have received personal injury or clinical negligence compensation. Many of our clients are supported by deputies, trustees, attorneys, family members, solicitors, case managers and other professionals.

We are looking for an Administration Assistant to join our team at our Preston office. We welcome applications from experienced administrators and people at an earlier stage in their career who have the right approach, strong attention to detail and a willingness to learn.

The role

You will support the day-to-day administration of our client work, helping advisers, paraplanners and colleagues maintain accurate records, clear correspondence and well-organised client files. The role involves handling confidential and sensitive information, so care, sound judgement and accuracy are essential.

The position can be shaped around the successful candidate's experience. An experienced administrator may take responsibility for a broader range of work with less supervision. A developing administrator will receive structured training, with responsibilities increasing as their knowledge, confidence and competence develop.

For someone who performs well and develops the required skills, there may be scope over time to take on more senior responsibilities within the administration team, subject to capability and business needs.

Key responsibilities

• Prepare client documents, correspondence, forms and meeting packs, including support for annual reviews and ongoing administration.
• Maintain accurate client records, system information and well-organised files, including scanning, indexing, archiving and data housekeeping.
• Handle calls, emails and correspondence professionally, recording messages, actions and follow-up points clearly.
• Liaise with clients, families, trustees, deputies, providers and other professional contacts where required.
• Support advisers, paraplanners, administrators and compliance colleagues, including providing cover during busy periods or colleague absence.
• Handle confidential information appropriately and escalate urgent, unclear, sensitive or higher-risk matters.
• Help maintain high standards and improve templates, processes and working practices.

What we're looking for

• Good attention to detail and a consistent focus on accuracy.
• A methodical, organised and reliable approach to work.
• Clear and professional written and verbal communication skills.
• The ability to manage priorities and follow tasks through to completion.
• Confidence using Microsoft Office, email and learning new systems.
• Good judgement when handling confidential or sensitive information.
• A willingness to learn, ask questions and take guidance when needed.
• A practical, supportive approach to working as part of a team.

Experience and qualifications

We welcome applications from:

• Experienced financial services or professional services administrators.
• Administrators with experience in another sector who can demonstrate strong transferable skills.
• Candidates with customer service or office-based experience who want to build an administration career.
• People at an earlier stage in their career who can demonstrate accuracy, organisation and a willingness to develop.

GCSEs, or equivalent, in English and Maths would be helpful. Previous experience in financial planning, financial services or another regulated or professional environment would be advantageous but is not essential for a developing applicant.

Desirable experience

• Financial planning or financial services administration.
• Client reviews and ongoing client servicing.
• Provider or investment platform systems.
• Working with client relationship management or document management systems.
• Preparing client correspondence, forms or meeting documentation.
• Working with trustees, solicitors, deputies or other professional contacts.

What we offer

• Salary progression linked to experience, development and increasing responsibilities.
• 21 days' annual leave plus bank holidays.
• Workplace pension scheme with auto-enrolment.
• Employee Assistance Programme (EAP).
• Employee ownership through our Employee Ownership Trust (EOT).
• Financial support towards relevant professional qualifications and continuing professional development.
• Structured training and development.
• Study support for relevant examinations.
• The opportunity to develop towards more senior responsibilities within the administration team, subject to capability and business needs.

Pay: From £26,000.00 per year

Benefits:

• Casual dress
• Company pension
• Free parking

Application question(s):

• Do you have previous administration, customer service or office-based experience? Please briefly describe it.
• Are you able to work full-time from our Preston office?
• What interests you in this administration role?
• What is your current notice period or earliest available start date?
• What are your salary expectations?

Work authorisation:

• United Kingdom (required)

Work Location: In person