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Role Purpose
The Receptionist / Client Services Administrator acts as the first point of contact for clients while also providing high-quality administrative, typing, and proofreading support to advisers.
The role is pivotal in ensuring a professional client experience, maintaining accurate documentation, and supporting the delivery of compliant, well-presented client communications.
Key Responsibilities
Client & Front-of-House Management
• Act as the first point of contact for all incoming calls, emails, and visitors
• Deliver a professional, client-focused service
• Manage meeting rooms and client hospitality
• Ensure a welcoming and professional office environment
Administration & Business Support
• Maintain accurate client records on internal systems
• Provide administrative support to advisers and paraplanners
• Assist with diary management and client review scheduling
Document Production, Typing & Proofreading
• Produce high-quality typed documents including:
o Client correspondence
o Suitability reports
o Internal documentation and letters
• Accurately transcribe handwritten or dictated notes into professional documentation
• Proofread all client-facing documents to ensure:
o Accuracy and consistency
o Correct grammar, spelling, and formatting
• Identify and flag errors, inconsistencies, or missing information prior to issue
Data Quality
• Support advisers by preparing compliant and audit-ready files, including physical and digital document filing
• Handle sensitive client data in line with GDPR requirements
• Escalate any identified errors, or inconsistencies
Operational Efficiency
• Support process improvement across administration and document handling
• Maintain office systems, templates, and documentation standards
Team Support
• Work collaboratively across advisory, and other administrative functions
• Provide flexible support across the business as required
Key Performance Indicators for regular one to one reviews
• Accuracy and quality of typed and proofread documents
• Turnaround time for document production
• Error rates in client-facing documentation
• Client service standards and feedback
• Compliance and audit readiness of files
Personal Specification
Experience
• Previous experience in an administrative or receptionist role
• Strong typing and document production experience (essential)
• Experience within financial services or professional services (desirable)
Skills & Competencies
• High-speed, accurate typing skills
• Exceptional attention to detail and proofreading capability
• Strong written English and document formatting skills
• Good working knowledge of Microsoft Office (Word essential)
• Strong organisational and time management skills
Behavioural Attributes
• Professional, articulate, and client-focused
• High level of accuracy and pride in work quality
• Discreet and trustworthy with confidential information
• Proactive and able to work under pressure
• Strong team player
Regulatory & Conduct Requirements
• Support the delivery of good client outcomes through accurate and compliant documentation
• Maintain high standards of record keeping
• Adhere to all company compliance and data protection policies
Please apply with a CV and covering letter to Kay@horncastlerecruitment.co.uk
