Financial Planning Administration Assistant

The Hopkins Group (“THG”) is a long standing financial advisory firm of over 40 years, actively servicing a range of clients from young wealth accumulators to retirees and business owners. The company is currently seeking a Financial Planning Administration Assistant ("FPAA") who is responsible for all financial planning administration matters for the Financial Advisers of The Hopkins Group. This is a permanent, full time position.


The FPAA’s main responsibilities include, but are not limited to;

  • Type correspondence, fill out financial planning forms and complete documents on behalf of the Financial Advisers
  • Research insurance policies, funds and other products on request from the Financial Advisers
  • Lodge staff business applications and liaise with our license holder (Sentry)
  • Assist in the preparation of SMSF tax returns and ongoing SMSF compliance
  • Check all documents for spelling, typographical and grammatical errors and ensure all enclosures are included with correspondence
  • All correspondence, documents, ID and other items to be accurately filed and ensure the filing systems for financial services staff are maintained and are being used correctly
  • Ensure all scanning, as required for compliance purposes, is completed correctly and in a timely manner
  • Regular and ongoing monitoring of Authorised Representatives’ compliance obligations
  • Ensure all details required on the company’s database (Salesforce), particularly those relating to client matters, are entered completely and accurately and updates are processed when appropriate and in a timely manner
  • Deal with client and business associate telephone calls, accurately communicating information and/or recording messages for other staff members concerned
  • Be confident when liaising with internal and external stakeholders and forge strong working relationships
  • Photocopying, faxing and scanning documents as required
  • Assist the Receptionist with financial service archiving if the need arises
  • Together with the Receptionist and/or Office Coordinator, ensure all Product Disclosure Statements are current and any new PDS’s are ordered punctually


  • 2-3 years of experience in financial planning administration requirement
  • Knowledge of regulatory & compliance requirements
  • Understanding of the various products, services and strategies available, including legislation and tax implications
  • Proficient in the use of Microsoft Office
  • Previous experience with client relationship management systems (eg Salesforce)
  • Experience with XPLAN favoured
  • High attention to detail and accuracy essential

Applications must be accompanied with a Cover Letter addressing the above qualifications, experience and knowledge.

Recruitment Agencies: Thank you for taking the time to read this position description, but please no calls at this stage.