Job Description

Position: Administrator

Location: Bristol, UK

Starting Date: 1st December 2025

Application Closing Date: 30th October 2025

About Us:

We are a small, well-established, family owned and run financial advisory and pension trustee firm dedicated to providing top-notch services to our clients. We really strive to personally engage with the clients that we serve and care about ensuring that our staff and clients feel cared about and catered for.

Because we are a small team of individuals, we are looking for someone who is interested in really getting involved with our processes and culture. We want to find someone who is genuinely interested in helping people and will really want to help ensure our day to day operations are as smooth as possible.

The variety of this role means we are able to offer the chance to develop in a number of areas within financial services, and are interested in helping the successful candidate develop new duties and skills as they feel comfortable to do.

As we are a financial services company which prides ourselves on our reputation, attention to detail, discretion, organisation and the ability to learn to comfortably operate our back-office record keeping systems will be essential.

Job Responsibilities:

As an Administrator, your day-to-day will have quite a lot of variety as you will be supporting both sides of the business.

This includes both the financial advice side of the company, and the pension trustee side. You will play a crucial role in ensuring the smooth operation of our office and providing support where required. Your responsibilities will include:

Client Services:

Preparing and maintaining meeting rooms and greeting clients warmly, including offering refreshments. Managing digital correspondence from clients, and from the company, in a friendly, professional, and helpful manner. Managing client relationships and preparing for client meetings and appointments.

Incoming and Outgoing Mail:

Opening, scanning and filing mail on a daily basis. Delivering daily outgoing post to the post office. Monthly maintenance of the office Franking Machine.

Document Management:

Monitor incoming documents from the various providers and platforms which we use, as well as our enquiries inboxes, and ensuring that things are recorded correctly. Assisting us with maintaining the files we need to keep which often contain sensitive data on our clients.

Banking and Financial Support:

Update bank reports and assist with monthly bank reconciliation. Setting up payments and gathering and presenting supporting evidence. Manually update values on our systems and assisting with VAT returns. Assist with billing, invoices, annual fees, and ad-hoc fees.

Client Administration Support

Assist with administrative tasks related to pensions, investments and policies. Handle post-annual review processes, including obtaining manual valuations, running scheme reports.

Client Data Management:

Uploading and helping to process our half yearly reports to client files and ensuring accuracy and confidentiality. Collate and send postal reports and covering letters. Maintain monthly fund audit data and weekly figures.

Appointment and Compliance Management:

Sending meeting invitations to clients and managing their responses, as well as the company calendars. Manage Letters of Authority (LoAs) from clients, and the company, to providers. Oversee general email inbox and maintain internal compliance registers. Help to manage and ensure up-to-date Anti-Money-Laundering requirements and client agreements. Assist in managing cases and plans with investment providers and and providing updates to clients. Handling back office administration, including fact-finds and plan/document updates.

Miscellaneous:

Other miscellaneous duties, and administrative tasks as directed by advisers, on which training or clear direction will always be provided.

Qualifying Factors:

Previous administrative experience is desirable but not mandatory. Strong organizational and multitasking skills. Friendly, helpful and enthusiastic when appropriate. Excellent attention to detail. Basic proficiency in using office software and equipment, although further instruction will be available. Knowledge or experience of financial services or pension administration is a plus but not essential as full training will be given. Wants to participate in our company culture and help to make Cardens a great place to work.
If you are a proactive and detail-oriented individual looking for a way to get involved in the financial services world, at a small, dynamic and people-centric financial advisory firm, we encourage you to apply.

To apply, please complete the application below.

Please note, invitation to interview will be based on the answers provided to those questions.

We will then contact you to inform you as to whether we would like to proceed with your application.

We look forward to hearing from you and best of luck throughout the process!

Job Types: Full-time, Permanent

Pay: 25,000.00-28,000.00 per year

Benefits:

Company pension Free flu jabs Free parking On-site parking Sick pay Work from home
Application question(s):

1. Please outline your previous work or educational experience and why you think those experiences could make you suitable for this role. 2. Give us an example of a time when you have had to manage a number of different tasks of equal importance and explain how you have chosen to prioritise the tasks you did. 3. Do you have experience with financial services in either a personal or professional sense? And if not, why would you like to work in this area? If you have any questions about the attached, or would like us to consider any other factors in your application, please ensure that you include them here or email hello@cardens.co.uk
Please let us know if there are any accessibility, or vulnerability issues you would like us to consider as part of your application.

4. Why do you feel you would be a good fit for the role of Administrator at Cardens?
Education:

GCSE or equivalent (required)
Work Location: In person

Application deadline: 30/10/2025
Expected start date: 01/12/2025