Hove
Job title:
Administration Assistant
Reporting to:
Operations Manager – Client Operations
Date of Issue:
October 2025
Role Objective
This role is to provide essential administrative and client service support to advisers and the wider team, ensuring the smooth operation of day-to-day business activities. Reception duty cover – daily at each lunchtime and to cover full days for annual leave.
Key Responsibilities
* Maintain and update client records using the back-office system (Intelligent Office).
* Liaise with providers to obtain current and historical valuations, ensuring timely communication of information to clients and advisers.
* Manage Letters of Authority and compile research documentation to support adviser recommendations.
* Prepare comprehensive meeting packs for client appointments.
* Handle incoming and outgoing post, including scanning and digital filing.
* Provide front-of-house support through reception duties and greeting visitors.
* Assist with overflow telephone calls, ensuring professional and courteous service.
* Support ad hoc projects as required by the team or management.
* Guide clients in accessing and navigating the PFP portal and client Hub Platform.
External Relationships
* Liaising with Providers/Platforms to aid valuations and policy information.
* Dealing with client calls and emails.
Internal Relationships
* Working closely within the administration teams and other support teams within the company.
* Working closely with all advisers to provide full support preparing for client meetings through to New Business and adviser instructions.
This Job Description may be reviewed and subsequently amended to better reflect any changes required in the role.
Person specification
Knowledge And Experience
* Basic understanding of office procedures and administrative systems.
* Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
* Awareness of data protection and confidentiality principles.
* Understanding of internal communication protocols.
* Handling incoming calls and emails professionally.
Personal Skills
* Strong attention to detail.
* Good time management and organisational skills.
* Clear and professional communication (written and verbal).
* Willingness to learn and take direction.
* Team player with a helpful attitude.
* Discretion and reliability.
* Adaptability and resilience in a busy environment.
If you are interested in learning more about this role or want to apply, please send your CV/Application to