Operational Support - London

Type of Position: Operational Support - London
Pay: Up to £30k

Operational Support - London

Our client based in Finchley, London is looking for an Operational Support Administrator to join their Wealth Management team. This position will be a hybrid role, looking after two key areas of Operational Support - Policy Servicing and Client Review Administration.

The Policy Servicing Team is generally responsible for all manner of administrative duties, updating the back-office system (X-Plan) and providing support to the Paraplanners and Advisers. The Client Reviews Team is responsible for preparing client valuation packs for regulatory review meetings.

Below is an outline of the key duties encompassed within each area that make up the overall role of Operational Support:

1. Achieve a comprehensive understanding of the Policy Servicing process and assist to develop where necessary.
2. Ensure that the new leads process is adhered to and all tasks are updated on X-Plan.
3. Attaching incoming post to X-Plan and updating plan if necessary.
4. Respond to postal queries, for example, failure of direct debits, client reviews.
5. Ensure the correct threads and tasks are activated in X-Plan where appropriate, resultant in the use of correct template processes.
6. Receive letters of authority, sending same to the relevant providers and ensuring receipt of all requested information, in writing and completion of checklist.
7. Update X-Plan accurately and in a timely fashion with Plan information.
8. Update X-Plan accurately and in a timely fashion relative to Client Fact Finds and client records.
9. Ensure all documents/e-mails are attached to X-Plan against the correct Plan and under the correct type and sub-type.
10. Respond to queries and information requests from the Paraplanners/Advisers and clients.
11. Deal with changes of address, bank details and client terminations in the appropriate way.
12. Ensure the tax return process is accurate and fully adhered to.
13. Deal with payment queries.
14. Deal with changes to Trusts/Nominated Beneficiaries and deal with process following a deceased/terminated client.

Client Reviews Administration:

1. Achieve a comprehensive understanding of the Client Reviews process and assist to develop where necessary.

Review Pack Preparation:

1. Contact providers and gather appropriate information required for policies held.
2. Download or request transaction histories for the previous 12 months.
3. Know how to navigate and update all relevant fields on back office system for each policy and update comments in correct format.
4. Merge valuation document, edit to correct formatting and print.
5. Compile review pack including valuation document, compliance documents and any additional valuation reports and provide to Paraplanners and/or Advisers.
6. Attach all documents to back office system correctly.

Compliance Checks:

1. Check validity of internal documents and know the validity time frames.
2. Update compliance checklist, know where to find new documents needed and provide both with the review pack.
3. Attach checklist to back office system.

Updating Back-Office System:

1. Update and complete review task.
2. Link relevant benchmarks.
3. Set next review date.

Additional Responsibilities for Both Areas:

1. Accurately record all time charges.
2. Mentor members of the team that are part of the Graduate program.
3. Any other reasonable task that may be asked of you.