Kingsland Wealth Management Ltd
Client Services Administrator
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Client Services Administrator
Location: Fairstone Shrewsbury
Hours: Full-Time Role, Office Based, Monday- Friday 9am to 5pm with one hour lunch
Salary: Up to £29,000 (depending on qualifications and experience)
The Client Services Administrator plays a key role in supporting the delivery of exceptional client service and ensuring the smooth progression of client cases throughout the advice journey. The role is responsible for coordinating annual reviews, preparing documentation, liaising with product providers, and maintaining accurate client records. The successful candidate will ensure cases progress efficiently while maintaining high standards of accuracy, compliance, and client care. The role forms part of the wider Client Services Team and works closely with Advisers, Paraplanners and the Client Services Managers.
Key Responsibilities
Annual Review Management
- Run monthly review due reports and manage upcoming review schedules.
- Contact clients to arrange annual review meetings.
- Send review "wake-up" communications and reminder correspondence.
- Manage adviser diaries to arrange review appointments.
- Follow up clients who have not responded to review invitations.
- Request and obtain updated client information prior to review meetings.
- Request and track outstanding identification requirements.
- Produce portfolio valuation reports and review preparation documents.
Client Servicing
- Maintain accurate client records and documentation on the back-office system.
- Prepare client correspondence and servicing documentation.
- Process changes of address, contact details, bank details and personal information.
- Process BR19 requests and maintain related records.
- Issue follow-up correspondence and service-related communications.
Letters of Authority (LOA)
- Submit Letters of Authority to providers.
- Liaise with providers to obtain policy information.
- Chase outstanding information and maintain progress logs.
- Complete policy information summaries.
- Coordinate information gathering required by advisers and paraplanners.
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Investment Withdrawal Processing
- Assist with submission preparation for investment withdrawals.
- Monitor submission progress and track outstanding actions.
- Liaise with providers regarding application progress.
- Update policy records, start dates and policy information once business completes.
Death Claims Administration
- Notify providers of client deaths.
- Request and monitor death claim paperwork.
- Obtain date-of-death valuations.
- Maintain accurate records throughout the claim process.
- Liaise with providers and executors where appropriate.
- Support advisers and the Client Services Manager with administration arising from death claims.
Workflow & Case Management
- Manage allocated workflow queues and ensure service standards are achieved.
- Monitor outstanding tasks and follow-up actions.
- Maintain accurate activity notes and file records.
- Identify opportunities to improve processes and efficiencies.
- Support the ongoing development of operational procedures.
Compliance & Risk
- Ensure client records are maintained in accordance with FCA and company requirements.
- Support Anti-Money Laundering and Know Your Customer requirements.
- Maintain confidentiality of client information at all times.
- Ensure all activities are completed in line with internal procedures and regulatory obligations.
- Support audit and file checking requirements where requested.
Key Skills & Experience
Essential
- Previous administration experience.
- Excellent organisational skills and attention to detail.
- Ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.
- Strong Microsoft Office skills, particularly Outlook, Word and Excel.
- Ability to work both independently and as part of a team.
- Professional and client-focused approach.
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Desirable
- Financial services experience.
- Experience using CRM systems.
- Knowledge of pensions, investments and financial planning processes.
- Experience working within FCA-regulated environments.
- Understanding of annual review and client servicing processes.
Key Behaviours
- Client-focused
- Organised and proactive
- Detail-oriented
- Collaborative
- Adaptable
- Problem solver
- Takes ownership of tasks and outcomes
- Committed to continuous improvement
About Fairstone
Fairstone is one of the UK's largest Chartered Financial Planning firms, helping individuals, families and businesses achieve their financial goals through expert financial advice, investment planning, retirement planning and protection solutions. Our Shrewsbury office has a long-established reputation for delivering high-quality financial planning and outstanding client service. As part of the wider Fairstone Group, we combine the personal approach of a local office with the resources, expertise and opportunities of a national organisation.
We are passionate about building long-term relationships with our clients and providing a supportive, collaborative environment where our people can develop successful and rewarding careers.
Benefits
What We Offer
- Competitive salary
- Pension scheme
- Death in Service benefit
- EV Scheme
- 20 days holiday plus Bank Holidays, plus Christmas Closure, Plus Birthday day off
- Long service holiday increase after year 1 up to 25 days
- Additional holiday purchase scheme
- Professional development and training support
- Financial services qualifications support
- Career progression opportunities within Fairstone
- PMI after 12 months service
To apply, please send your CV and cover letter to gemma.russell@fairstone.co.uk.
No recruitment agencies please.
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