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Job Description

Role overview

Our client is currently who operates in the financial services industry in the market for a Senior Data & Systems Administrator to come and join their busy team! The successful candidate will support the wider team objective of providing exceptional quality administrative support as well as ensuring the effective use of corporate reporting systems, working on automation and tech development, alongside establishing and monitoring data management/monitoring practices.


Upkeep and enhancement of the customer relationship management system, (Intelliflo Office (iO)):

  • Collaborate with Group MI Manager on all adjustments and advancements with iO.
  • Support with the: upkeep and system updates, automated assessments, data downloads and purification, Document Designer, system advancements and issue resolution.
  • Supervise users (adding, revising, and eliminating).
  • Back internal queries, delivering pertinent instruction and communication to the administrative teams, including, 'clinics' regarding the usage of the iO system.
  • Supervise adherence to methods and precision/integrity of information and connections with iO along with other external systems & Providers.

Supplying coverage and assistance to the Group Management Information Manager and the team with the provision of precise MI reporting:
  • Administration of Cash Matching Directory, such as: charge divisions, monthly FCI review, and initiation of annual regular preliminary charges.
  • Handling new business - amassing, reporting, and resolving problems. Administration of Routine contributions/withdrawals spreadsheet.
  • Handling information inquiries, which includes miscellaneous requests for data, supply of statistics for Advisers, and Investor-related undertakings.

Upkeep and enhancement of other external systems & Providers:
  • Oversee rapport with DocuSign and Volume. Monitoring all maintenance and system updates, advancements, and issue resolution (including planned & unplanned downtimes).
  • Oversee users, offering instruction, and addressing inquiries related to the administrative systems.
  • Supervise technical development by means of exploring prospects to amplify efficiencies and/or reduce errors through system advancements, cooperating with the Operations Director and Director of Wealth Planning on suggested improvements.
  • Communication and rapport management with providers on new agency applications, which includes: adding, revising, and removing users, training, inquiries, and supervising the Provider Agency List.
  • In the aftermath of acquisitions, consultant hires, and other key initiatives, e.g., retirements/successions, direct iO/Volume data integration initiatives alongside the Operations Director and Group MI Manager.
  • Support with the supply of data/systems initiation training for new central administration personnel, working side by side with the Administration Manager on planning, delivery, and ongoing enhancement of the curriculum.
  • Assist with the arrangement and supply of data/systems upkeep, guidance documentation, and training for current administration personnel where suitable.
  • Warrant the team stays in accordance with FCA and internal conformity procedures, confirming all customer records and information remain compliant and private.
  • Notify the Senior Private Client Adviser of any suspicions of a grievance and follow suitable procedures within the complaints handling procedure (including Financial Crime reports and PII applications).
  • Adhere to Anti-Money Laundering Procedures and follow the prerequisites of GDPR.
  • Record and file all applicable correspondence.


  • Have 2-3+ years’ experience within the independent sector of the financial services industry, in a relevant operations role.
  • Have 2-3+ years’ experience using Intelligent Office, or another industry recognised system, to a high level, with the ability to demonstrate a knowledge of the back-office functionality as well as the user administrative functions.
  • Have excellent IT skills, being highly proficient in the use of Microsoft Office packages including at least intermediate Excel knowledge.
  • Understanding of the needs of Financial Services teams and FCA rules and compliance.

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