Apprentice Administration Assistant

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.

Training:

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

Training Outcome:

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.

Employer Description:
McMillan Financial Advice Limited evolved from McMillan Wealth Consultants Limited which 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 financial planners, we provide holistic financial advice to both private individuals and businesses.

Working Hours :
Monday to Friday, 9.00am - 5.00pm, with unpaid 45min break for lunch.

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