Advise Support Assistant (Paraplanner)

Position Summary:

As Advice Support Assistant, you are required to act as core support within the Advice Team wherein you work closely with the Director of Operations, Adviser and Client Services Administrator.

The role is to deliver essential back-office support ensuring that all administrative tasks required in the Client Review Process and overall maintenance of operations are undertaken in a timely and accurate manner while meeting the standards set by the organization..

Where required, you are to be able to assist in creating a simple Statement of Advice (SoA) and or a Record of Advice (RoA) using the financial planning software XPLAN. Our workflow processors are completed using the software on Monday.com

Networking Relationships:

To achieve the objectives of this role, the Advice Support Assistant is dependent on the following internal and/or external networks:

• National Financial Planners Director of Operations
• Representatives of Life Companies and Fund Managers
• Other institutions related to our company

Key Accountabilities/Tasks:

Email & Tasks Management

• Meet with Adviser and Customer Service Manager CSM for weekly planning.
• Manage & check inbox daily to ascertain items requiring action are being attended to.
• Check Client Management System (Xplan) for new tasks allocated.
• Where & when required complete & finalise any remaining open tasks.
• Acknowledge requests and queries received from adviser/s and/or clients.
• Ensure correspondence are saved as file notes to our Client Management System- Xplan.
• Manage tasks in Monday Workflow
• Ensure all files, correspondence & other documentation are saved in an organized manner in SharePoint Drive.

Monitor Insurance Policy Changes and Renewals

• Check adviser portals regularly for any correspondence and activities relating to clients policies such as renewal, amendments, cancellation etc.
• Amend insurance renewals in Monday Workflow.
• Source information from suppliers regarding policies and client information as required.
• Ensure correspondence & statements relating to these activities are saved to clients respective folders.
• Crosscheck client files and policy details on Xplan and update where required ascertaining all information are accurate, current, and up to date.
• Ensure upcoming insurance policy renewals are arranged as tasks in Xplan/Monday Workflow.
• Ensure all changes to client details are communicated to and implemented by the appropriate life offices when advised by client or as per timelines set by adviser.

Client Review Process

• Ensure all upcoming Annual & Half Yearly reviews, Client Service Agreements & Consent Form renewal dates are arranged on Xplan in both review section, diary, and client service review spreadsheet.
• Arrange and activate thread workflow for Annual or Half-Yearly Reviews in Monday Workflow.
• Assist with preparing reverse fact finder wizard from Xplan .
• Produce and format fact finder document in word processor.
• Send fact finder for clients to review and make changes where required to ensure information are all correct and up to date as this is crucial to the advice.
• Send fact finders through DocuSign- Annature software for clients authorisation.
• Prepare & send post-meeting comprehensive annual or half yearly superannuation investment reports to clients from our CSM- Xplan.
• Undertake the word processing and formatting of SoAs and RoAs and ensure correct flow, grammar and spelling as per timeline and instructions set by adviser. This process is achieved after inputting the Wizard in Xplan.
• Send SoAs and RoAs via DocuSign-Annature software for clients authorisation.
• Ensure that Client Service Review Checklist is in place and checked regularly using Monday Workflow.
• Assist with implementation of changes to investments/portfolios and/or insurance benefits or coverage, including all life company and medical/financial follow-ups, investment switches, redemptions, bank account changes. This includes completing forms where necessary as instructed by adviser.

Other Administrative and Maintenance Tasks

• Manage and maintain records of Managed Field Content templates and directory of Xplan.
• Add managed field contents for Xplan Wizards.
• Ensure format, fonts, spelling in these managed field contents make sense and are correct.
• Regularly update and maintain client, insurance, and super and investment information on Xplan & Monday.
• Record all client contact on Xplan & Monday when advised by client.
• Prepare and produce documents such as Client Engagement Agreements, Insurance Review and Policy Schedules, and other correspondence using XPLAN
• Construct & Create Records of Advice when required using XPLAN.
• Construct & Create Statements of Advice when Required using XPLAN.
• Coordinate and with service providers and institutions through email where required.
• Ensure all problems are solved in an efficient manner, often handling the liaison with offices of providers/suppliers and clients. Assist with client enquiries, in-line with the company's service offer. This may include delegating the client inquiry to the most appropriate staff member and does not include the provision of advice to clients.

Education

• Develop a moderate level of technical knowledge and ensure it is maintained or expanded.
• Participate in trainings, webinars and development as outlined in the individual training plan where required.
• Develop and maintain team ethics, in-line with the business's culture and ethical guidelines.

Competencies Required for the Position

Technical Competencies

• Expertise in production of documents, spreadsheets, and presentations
• Effective client service and relationship skills including the ability to modify approach to meet the needs of the client. Knowledge of regulatory requirements.
• Understanding of the products and services offered by the business.
• Ability to implement a project and action plans and juggle workload commitments.
• Excellent overall communication abilities including interpersonal effectiveness and ability to modify approach to suit various audiences.
• Strong time management and followup ethic.

Qualifications & Experience

• Moderate experience in a professional environment.
• Understanding of industry culture, products, and services.
• Knowing the IRESS financial planning software XPLAN

Desirable

• Competence in client and policy data systems used in business.
• Knowledge of company policies and procedures for operating.
• Understanding of key drivers for small business success.
• Networking abilities both internal and external to the organization.
• Business related study
• Having some experience and knowledge on the Monday Workflow software