Apprentice Administration Assistant

Full job description

Overview
As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

Working Monday to Friday 9am to 5pm with a 45minute unpaid lunch break (36.25 paid hours per week)

Wage - national minimum wage dependant on age

Benefits

• 25 days annual leave plus statutory English Bank Holidays.
• Day off for your birthday
• Team days out
• Dress-down Fridays

Responsibilities

New Business Processing:

• Prepare and submit advice sets for new business cases, including illustrations, applications, and suitability letters for cash-based investments.
• Prioritise casework as directed by the Practice Manager, ensuring completion within agreed service level agreements (SLAs)

Client Meeting Follow-Up:

• Format meeting notes and ensure all post-meeting actions are completed accurately and promptly.
• Update internal systems including iBusiness and Salesforce, as well as document all tasks completed on behalf of the Partner/Adviser.
• Follow timelines and priorities set by the Practice Manager.

Client Review Management – Assisting Head of Client Servicing:

• Provide ongoing support to the Head of Client Servicing in the coordination of the review process, ensuring all review-related tasks are scheduled, monitored, and delivered in accordance with internal standards and SLAs.

Client Communication & Call Handling:

• Answer incoming telephone calls in a professional, friendly, and client-focused manner.
• Record and resolve or escalate client queries in accordance with the firm’s business process and client service standards.

Mail & Document Processing:

• Manage all incoming and outgoing mail according to internal processes.
• Prioritise, scan, and log correspondence accurately, ensuring all actions are completed within agreed turnaround times.

Marketing & Client Engagement:

• Organise and distribute marketing materials for campaigns, birthdays, and special occasions.
• Ensure that client communications are accurate, segmented appropriately, and comply with the firm’s standards and branding guidelines.

Case & Pipeline Management:

• Maintain end-to-end ownership of allocated client cases.
• Ensure timely follow-up of provider requests such as Letters of Authority (LOAs) after five working days.
• Maintain accurate client records and documentation throughout the case lifecycle.
• Track and chase pipeline business weekly—monitor submitted and pending cases through to payment.

Meeting Preparation & New Client Onboarding:

• Prepare and organise client files ahead of scheduled meetings.
• For new clients, ensure full setup across all relevant systems (PROMs, Curo) and that data is accurate and complete.

Professional Written Communication:

• Draft and send client, provider, and internal communications that are clear, professional, grammatically correct, and aligned with brand tone.

Other adhoc administrative and support duties:

• Please note that at times, critical to the needs of the business, you may be asked to complete and/or support other administrative tasks or duties to ensure the smooth and efficient running of the office.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Problem solving skills
• Presentation skills
• Administrative skills
• Number skills
• Analytical skills
• Logical
• Team working
• Initiative
• Non judgemental
• Patience
• Confident telephone manner
• Prior experience in an administrative or client support role, ideally within a financial planning or professional services environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word); familiarity with Salesforce desired but not essential

GCSE English and Maths (Grade 4 or above or equivalent) desirable

Training and support will be provided by our specialist Apprenticeship training provider, Smart Training & Recruitment.

n order to meet the eligibility criteria for an Apprenticeship in England, you must be able to demonstrate at least three years UK residency, or hold a valid visa that meets the exceptions to this rule.

Please note, as part of the Initial Assessment process, all qualifications will be verified by the Learning Records Service (LRS) via Department for Education

About this company

McMillan Financial Advice was created in 2015 by its Principal and Director Suresh McMillan. Already an established Partner of trusted wealth management group, St. James’s Place, Suresh wanted to create a new Partner Practice to provide first class financial advice to clients in the South East, encompassing a breadth of areas of wealth management. With offices in Brighton and London and an experienced team of professional wealth management consultants, we provide holistic financial advice to both private individuals and businesses.

After this apprenticeship

• Upon successful completion of the Apprenticeship there will be the opportunity to diversify into one of the specialist areas of the business. This may include; Client Services, IT, Marketing or to work towards becoming a Qualified Financial Adviser

Job Types: Full-time, Apprenticeship

Pay: £14,231.75-£23,015.85 per year

Schedule:

• Monday to Friday

Application question(s):

• What attracts you to working within the finance sector?
• How would you ensure that you can commute to our office in Rottingdean without any issues?

Work Location: In person

Application deadline: 20/06/2025
Expected start date: 28/07/2025