IFA Admin / Office Manager - hybrid

Job Title: IFA Office Manager

Location: Devizes - hybrid working

Reports to: Head of International Operations

Works with: Directors, Team Leader / Process Manager, Advisers, All Staff

Purpose of the Role

We are seeking a dynamic Office Manager to join our IFA firm, responsible for ensuring the smooth, compliant, and efficient operation of our office and administrative framework. This role is pivotal in driving processes and procedures, reporting directly to the Head of Operations. The Office Manager will oversee office operations, systems, procedures, compliance oversight, and workflow planning, ensuring administrative work is prioritised and delivered within agreed standards.

Key Responsibilities

Workflow & Operational Oversight

• Allocate and prioritise administrative tasks across the business to ensure deadlines and service standards are met.
• Oversee new business processing, ensuring accuracy and completeness.
• Act as the escalation point for system issues.
• Monitor output and standards at a functional level and escalate delivery concerns to the Team Leader.

Systems & Data Management

• Own and maintain back-office systems including True Potential, GoldMine, Trove, and OwnCloud.
• Ensure systems are kept up to date and data integrity is maintained.
• Set up new advisers and users on relevant systems.
• Maintain client registers and internal tracking spreadsheets.
• Liaise with providers regarding system access, Terms of Business, and operational requirements.

Procedures, Compliance & Governance

• Own and maintain office procedures, workflows, and record management processes.
• Ensure the Staff Handbook and internal procedures are reviewed and kept up to date.
• Ensure client documentation and data handling comply with company policy, including password protection requirements.
• Provide operational support to the Certification Manager as required.

Office & Facilities Management

• Manage office facilities and services, including landlord liaison and maintenance arrangements.
• Oversee utilities, servicing schedules, and office suppliers.
• Maintain security systems and act as the first point of contact for alarm activations.
• Ensure office resources and infrastructure support business needs.

Director & Business Support

• Provide administrative support to Directors.
• Support company award applications, trademarks, and other director-level initiatives.

Role Boundaries

• This role does not include direct line management, performance management, or staff appraisals.
• Day-to-day supervision, coaching, and people management sit with the Team Leader / Process Manager.

What We Offer

• A competitive salary and benefits package.
• A collaborative and supportive work environment.
• Opportunities for professional growth and development.

If you are a proactive and organised individual with a passion for driving operational excellence, we would love to hear from you. Apply now to join our team and contribute to our mission of delivering exceptional financial planning services.