Receptionist / Client Administrator Full Time

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