SUMMARY:
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POSITION INFO:
Financial Planning Partner Assistant
Purpose of role:
The Partner Assistant is required to support the Financial Planning Partner(s) in providing high levels of client services to our clients, as well as to the Region as a whole. The incumbent takes responsibility for overseeing the administrative, operations and client services support to the Financial Planning Partner and is the liaison person between the practice and the regional office / head office.
Responsibilities:
- Client Services
- Implementation of the client services experience, as defined by the Head of Client Services
- Take full responsibility for the implementation of administrative processes and controls in regions (including all transactions, queries, reporting etc)
- Liaison between Financial Planner Partner and product providers
- Will be required to follow the formal complaint resolution process
- Operational Support
- Administration relating to client transfer and new business transactions
- Collation of all client related information and preparation of documentation for engagement between Financial Planning Partner and client
- Preparation of client portfolio’s using Astute and / or product provider information
- Capturing of client demographic data on relevant client management tool i.e. spotlight to create client records
- Checking of transition documentation to ensure completeness and accuracy in alignment to relevant client file checklist
- Checking of new business documentation to ensure completeness and accuracy in alignment to the client file checklist
- Submission of intermediary appointment notes to relevant product providers
- Monitoring the submission of intermediary appointment notes to ensure amendments are made, clients are moved to the licence group and that ongoing fees are received
- Submission of new business application(s), together with supporting documentation to relevant product providers
- Monitoring the underwriting and acceptance of new business transactions
- Arranging medicals for clients where required and follow up on outstanding requirements to ensure new business transactions are accepted speedily
- Upload scanned copies of all documentation into SharePoint (including relevant client file checklist(s))
- Liaise with product providers regarding commissions / fees to be paid to the Financial Planning Partner
- Distribute communication(s) to clients as stipulated in the client management plan
- Distribute communication(s) to clients as requested by the Financial Planning Partner
- Providing an ongoing service and maintenance support function to the Financial Planning Partner and his / her clients
- Attend to all technology issues experienced by the Financial Planning Partner and facilitate the solution -liaison with Acsis support desk etc.
- Submit orders for stationery, business cards, marketing brochures, client folders etc. to the Operations Support Manager timeously to avoid running out of stock
- Maintain an accurate diary system
- Ensure proper record keeping in line with business rules and where relevant, legislation
- Marketing Support
- Regional event assistance and organisation of smaller client events -booking venues, RSVP management, event management etc
- Representing the Financial Planning Partner at client events
- Representing the business at client events where required
- Office Management
- Support the Partnership Director with general office management tasks including reception, facilities, diary management, stationery management etc.
Knowledge:
- Knowledge of the Financial Services Industry
- FAIS and FICA knowledge
Competencies:
- Computer literacy: Microsoft Office, Spotlight would be an advantage
- Excellent verbal and written communications skills
- Customer centricity – passionate about client service
- Excellent organising and planning ability
- Problem solving skills
- Deadline driven
- Relationship management skills
- Assertiveness
- Proactive & resourceful
- Resilient under pressure
- Ability to multi-task
- Methodical, accurate and detail conscious
- Maintains confidentiality
Qualifications and Experience:
- Qualification in investments/financial planning/business management would be an advantage
- 2-3 years experience in a client services environment
- 3 years experience in the financial services industry preferred
