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Financial Planning Partner Assistant (Half Day) - Western Cape, Cape Town

Cape Town Region Cape Town, Western Cape Western Cape, South Africa
Closing date
Jun 24, 2024

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Job Role
Financial Planning & Analysis
Contract Type
Full Time
Our client in the Financial Services industry is currently looking to employ a Financial Planning Partner Assistant (Half Day) based in Bellville.

A wonderful career opportunity awaits you.

  • 2-3 years in the financial services industry required.
  • Relevant tertiary education or courses.
  • Financial Services Industry.
  • Understanding of FAIS and FICA legislation.
  • Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint.
  • Experience with XPlan.
  • Good verbal and written communications skills.
  • High energy individual who is customer centric and relationship orientated.
  • Methodical, accurate and have meticulous attention to detail.
  • Initiative-taking work ethic.
  • Organizational skills, ability to prioritize, plan and manage projects.
  • Ability to collaborate with others.
  • Critical thinking: ability to strategize, research and interpret.
  • Problem solving ability to apply creative skills in evaluating problems and identifying best solutions while being flexible to accommodate the changing needs of the clients.
  • Teamwork: be a reliable and productive member of the team.
  • Professional presence: as a representative of the organization, a professional image and professional conduct are always expected and required.
  • Time management: ability to manage time and tasks to ensure deadlines are met.
  • Assertiveness, proactive and resourceful.
  • Resilient under pressure.
  • Ability to multi-task.
  • Maintain absolute confidentiality.

Responsibilities and expectations but not limited to:
Client Services:

  • Implementation of the client services experience, as defined by the Head of Operations.
  • Take full responsibility for the implementation of administrative processes and controls in the Financial Planning practice(s) (including all transactions, queries, reporting etc.).
  • Liaison between Financial Planner Partner and product providers (PPs).
  • Equipped to follow the formal complaint resolution process.
  • Is the point of contact for clients, ensuring the efficient delivery of client requirements on behalf of the Financial Planning Partner(s).
  • Adhere to the culture and principles of Treating Customer Fairly.


  • Collation of all clients related information (data discovery and fact find) and preparation of documentation for engagement between Financial Planning Partner and client.
  • FICA and AML capture and checking on client onboard process.
  • Checking of transition documentation to ensure completeness and accuracy in alignment to relevant client file checklist and lodgment rules.
  • Administration relating to client transfer and new business transactions.
  • Submission of intermediary appointment notes to relevant PPs.
  • Monitoring the submission of intermediary appointment notes to ensure clients successfully transfer to the license group and that ongoing fees are received from the relevant PPs.
  • Capture and checking of new business documentation to ensure completeness and accuracy in alignment to the lodgment rules.
  • Submission of new business application(s), together with supporting documentation to relevant PPs.
  • Monitoring the underwriting and acceptance of new business transactions.
  • Arranging medicals for clients where required and follow up on outstanding requirements to ensure new business transactions are confirmed by the relevant PPs timeously.
  • Providing an ongoing service and maintenance support function to the Financial Planning Partner and his / her clients.
  • Check Commission statements from CommPay (internal commission module linked to CRM) and PPs. Manage commission suspense accounts aligned to compliant new business lodgment.
  • Escalate with PPs regarding commissions / fees due to the Financial Planning Partner.

Operational support for Portfolio Managers and CRMs:

  • Assistants align with the PCS CRMs to ensure complete pre-population of PCS mandates and applications.
  • All instructions to PM and CRMs initiated and maintained via XPlan (company's internal CRM) tasks.

IT and Systems:

  • Preparation of client portfolio's using Astute and / or product provider information. Ensuring XPlan Policy Schedules are up to date and accurate.
  • Data capture of client demographic data on client relationship management system XPlan.
  • Client financial data capture (ASTUTE, PPs and manual).
  • Data integration between XPlan and Integrated Wealth Planning for handover to BDM or Financial Planning Partner.
  • Upload scanned copies of all documentation into xPlan (including relevant client file checklist(s)).
  • Ensure proper record keeping in line with business rules and where relevant, legislation and safe storage into XPlan.
  • Distribute communication(s) to clients as stipulated in the client management plan. (Auto communication registration and health keeping).
  • Distribute communication(s) to clients as requested by the Financial Planning Partner via xPlan.
  • Extensive use of XPlan notes and tasks to manage client records and organization of practice.
  • Prepare for clients reviews as per client review template.
  • Client review preparation by producing and checking the Client Consolidated Reports (CCR) from NAV (the company's proprietary software that manages all aspects of the Partner's practice).
  • Maintain an accurate diary system. (XPlan and Outlook integration).
  • Address all technology issues experienced by the Financial Planning Partner and facilitate the solution - liaison with the IT support desk etc.

NAV and KPIs:

  • Full awareness and understanding of information available on NAV to support the Financial Planning Partner(s).
  • Track and monitor personal KPIs on NAV.
  • Request assistance and guidance from POM where KPI scores reflect gaps.
  • Liaise and orientate with the Financial Planning Partner on all data and practice attributes on NAV.

Marketing Support:

  • Assist with the organization of client events in conjunction with the events coordinator i.e. booking venues, RSVP management, event management etc.
  • Assisting Financial Planning Partners at client events.
  • Function as a primary point of contact for clients thus strengthening client relationships.

Office Management:

  • Support the general office management including reception, facilities, meeting room management, stationery, marketing material etc.
  • Submit orders for stationery, business cards, marketing brochures, client folders etc. to the Partnership Operations Manager timeously to avoid running out of stock.

Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.
Desired Skills:
  • Finance
  • Assistant
  • IT
  • FAIS
  • FICA

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