Administration Team Leader (Wealth Management)

Administration Team Leader

Location: Gravesend, Kent

Salary: Basic salary £35,000–£40,000 per annum, plus discretionary bonus of up to 20% per annum (potential OTE circa £42-48K per annum)

Working pattern: Full-time, office-based

Essential requirement: Previous St. James’s Place (SJP) experience

About the Opportunity

Are you an experienced St. James’s Place professional ready to take the next step in your career?

We are seeking a proactive, organised and people-focused Administration Team Leader to join a well-established and successful St. James’s Place Partner Practice based in Gravesend, Kent.

This is an exciting opportunity for someone who understands the SJP environment and is passionate about delivering exceptional client service, developing a high-performing administration team and helping a thriving practice continue to grow.

You will play a key role in the smooth day-to-day running of the business, working closely with the Partners, Advisers, Business Operations Manager, Compliance Manager and administration team. Combining team leadership with hands-on operational involvement, you will ensure that processes run efficiently, client expectations are exceeded and all activity is completed accurately and in line with SJP procedures and compliance requirements.

We are looking for someone who takes pride in their work, enjoys building strong relationships and has the confidence to identify opportunities to improve the way the practice operates.

The Role

Team Leadership and Operations

• Lead and support the administration team, creating a collaborative, positive and organised working environment.

• Chair weekly team meetings to agree priorities, review workloads and ensure key deadlines are met.

• Allocate tasks fairly across the team, monitor progress and ensure adviser and administration activities are completed accurately, on time and in accordance with compliance requirements.

• Monitor team performance, productivity, KPIs and practice targets, identifying areas for improvement.

• Coordinate one-to-one meetings with the Business Operations Manager and Compliance Manager, preparing and maintaining accurate meeting minutes where required.

• Oversee the onboarding, induction and ongoing training of new team members.

• Manage and maintain the practice's CRM and IT systems, ensuring information is accurate, processes are effective and relevant client-facing technology is implemented.

• Keep up to date with SJP communications, training, Practice Support Services (PSS) and management development opportunities.

• Proactively identify opportunities to improve operational efficiency, team performance and the overall client experience.

• Client Servicing and Financial Planning Administration

• Oversee the delivery of a consistent, professional and personalised client servicing proposition.

• Work closely with Advisers to manage diary structures, client reviews, follow-up calls and servicing requirements.

• Monitor the client servicing pipeline, ensuring clients are contacted and reviewed in line with agreed service levels.

• Oversee client requests, including withdrawals, fund switches, Wealth Account issuance and changes to personal or banking details.

• Ensure fund switches are processed correctly, follow-up correspondence is issued and clients are kept informed.

• Liaise with the SJP Administration Centre to resolve client queries and escalate cases where appropriate.

• Oversee EBS processing, advice sets and the preparation and uploading of documentation to iBusiness for submission.

• Ensure approved suitability letters, including drawdown review letters, are issued appropriately.

• Coordinate the preparation of client meeting packs, including relevant technical calculations and supporting documentation.

• Oversee the updating of CFR and CRM records following client meetings, ensuring actions are recorded, allocated and completed.

• Maintain oversight of the business pipeline from initial processing through to business being issued.

• Monitor EIS and VCT valuations and coordinate the resolution of related client queries.

• Monitor adviser and administration inboxes to ensure client communications are dealt with promptly and all relevant actions are recorded on the CRM system.

• Maintain a strong working knowledge of SJP compliance requirements, guidance and approved proformas.

• Build and maintain positive relationships with clients, accountants, solicitors and other professional contacts who support the practice's target market.

Administration and Compliance

• Work closely with Advisers and Administrators to ensure all client meeting packs and supporting documentation are prepared in advance.

• Support the completion of LPTs, working collaboratively with Advisers and the administration team.

• Oversee the onboarding of clients following the processing of new business.

• Manage routine client enquiries through the practice's internal systems.

• Ensure all client information, paperwork and correspondence are handled securely and in accordance with GDPR and data protection requirements.

• Maintain accurate electronic and paper records, including scanning, filing and electronic document management.

• Ensure calls, emails, client instructions and relevant activities are recorded on the CRM system in line with SJP processes and compliance requirements.

• Maintain a professional, tidy and presentable office environment, ensuring confidential documents are securely disposed of.

• Provide support to colleagues when priorities change or urgent tasks arise, ensuring the needs of the business and its clients remain at the forefront.

About You

• You will be an organised, dependable and enthusiastic professional who enjoys taking ownership, supporting others and making a positive difference to the success of a business.

• You will ideally have at least two years' experience in a similar administration or team leadership role, with a strong understanding of financial services and previous experience working within St. James’s Place being essential.

You will also bring:

• Proven experience of SJP systems, processes and compliance requirements.

• Strong organisational skills, with the ability to manage competing priorities and meet deadlines.

• Excellent attention to detail and a commitment to maintaining high standards.

• Confidence in leading, supporting and motivating an administration team.

• A proactive approach, with the initiative to identify problems, suggest improvements and implement effective solutions.

• Strong IT skills, including Microsoft Word, Excel and Outlook, alongside experience using CRM systems.

• Excellent communication and interpersonal skills, with a confident and professional telephone manner.

• Experience supporting Advisers and working with high-net-worth clients.

• A flexible, hands-on approach and a willingness to support colleagues when needed.

• A professional, trustworthy and discreet manner when handling confidential client and business information.

• A genuine passion for delivering outstanding client service and contributing to the long-term success of the practice.

• Most importantly, you will be someone who takes pride in their work, values teamwork and wants to build a long-term future within an established and successful practice.

What We Offer

• Competitive salary of basic £35,000–£40,000 per annum, depending on experience, plus discretionary bonus of up to 20% basic salary.

• The opportunity to take a leading role within a well-established SJP Partner Practice.

• The chance to make a meaningful contribution to the development of the team and the continued growth of the business.

• A varied, hands-on position where your ideas, initiative and experience will be valued.

• The opportunity to work closely with the Partners, Advisers and wider practice team.

• A full-time, office-based role in Gravesend, Kent, offering the opportunity to build strong working relationships and play an active part in the day-to-day success of the business.

Ready to Take the Next Step?

• If you have previous St. James’s Place experience, enjoy leading people and are passionate about delivering a first-class service to clients, we would love to hear from you.

• This is an excellent opportunity for an experienced SJP administrator who is ready to take ownership, develop their leadership skills and play an important role in the continued success of an established Partner Practice.

Apply today to find out more about this exciting opportunity