Create and

Lead a 21st

Century Century

Practice

Michelle HoskinAuthor of Best Practice Makes Perfect

Day to Day Complexities

Resources and Skills

Work and Task Management

Principles for Perfection!

Unique Team

Receptive Delegation

Procedures and House Style

Leadership and Management

Time and Diary Management Eliminate Complexities

Operational Excellence

Best Practice

Unique

TeamTeam

Values

Unique Team

Personality

Technical Skills

=Personality

Work Ethos

Attitude

=

Attributes

Name: Michelle Hoskin

Job Title: Practice Administrator

Activity Duration Frequency Documents/System Used

1. Office Filing 10 Minutes Daily

2. Open Post 15 Minutes Daily

3. Scan Post 15 Minutes Daily Office Scanner

4. Shred Documents 10 Minutes Daily Office Shredder4. Shred Documents 10 Minutes Daily Office Shredder

5. Office general business typing 1 hour Daily Computer

6. Respond to emails 1 Hour Daily

7.Book appointments for Financial Planner

1 Hour Daily Diary (Office and Microsoft Outlook)

8. Send Confirmation Letters for arranged appointments

30 Minutes DailyMaster Copy Documents –Appointment Confirmation Letter Template

9. Book exams for Financial Planners 30 Minutes Quarterly CPD Learning System

10. Taking post to Post Office 30 Minutes Daily

11 Client Hospitality (Welcome and Refreshments) 1 Hour Daily

Responsibilities MatrixCurrent Role Holder: Roles

Job Title:Shareholder/

Owner

Financial

Adviser/Planner

Practice

Manager

Practice

Administrator

Technical

Manager

Technical

Administrator

Meetings ����

Research ���� �

Advice ����

Fact Find Data ����

Sign Ups ����

Advice Preparation ����Advice Preparation ����

Implementation ���� �

Data Gathering ���� � �

Risk Profiling ���� � �

Technical Analysis ���� � �

Review Process ����

Presentations (Face to Face) ����

Provider & 3rd Party Liaison ���� � �

Client Meetings ����

Regulatory Adherence ���� � � � �

Provider/Product Research and Analysis ���� � �

Spreadsheet Calculators (Creation and

Development) ����

Responsibilities Matrix

Current Role Holder: Roles

Job Title:Shareholder/

Owner

Financial

Adviser/Planner

Practice

Manager

Practice

Administrator

Technical

Manager

Technical

Administrator

Meetings ����

Research � �

Advice ����

Fact Find Data ���� �

Sign Ups �

Advice Preparation �Advice Preparation �

Implementation � �

Data Gathering ���� � �

Risk Profiling ���� � �

Technical Analysis ���� � �

Review Process ���� � �

Presentations (Face to Face) ����

Provider & 3rd Party Liaison � �

Client Meetings ����

Regulatory Adherence ���� � � � �

Provider/Product Research and Analysis � �

Spreadsheet Calculators (Creation and

Development)

� �

Skills and Attributes Matrix

Skills & AttributesShareholder/

Owner

Financial Adviser/

Planner

Practice

Manager

Practice

Administrator

Technical

Manager

Technical

Administrator

IT & Systems

Internet Explorer, Outlook, Powerpoint, Word, Excel Desirable Desirable Essential Desirable Desirable Desirable

Hardware and Software Systems (General) Desirable Desirable Essential Desirable Desirable Desirable

CRM/Document Management Desirable Desirable Essential Desirable Desirable Desirable

Financial Services

Qualifications (Level 3 - FC, CFs or Level 4 (Diploma or equivalent) Desirable Essential N/A N/A Essential Desirable

Numerate and analytical Essential Essential Essential Desirable Essential Desirable

Interest in the subject Essential Essential Essential Desirable Essential Desirable

Understanding &/or experience of portfolio analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of pension analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of investment understanding Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of risk analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of gap analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of pension transfer analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of financial forecast analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of cash flow modelling Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of final salary forecast CETV analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of key man analysis Desirable Essential Desirable N/A Essential Desirable

Understanding &/or experience of family protection Desirable Essential Desirable N/A Essential Desirable

Role Overview & Key Responsibilities

Relationship with Existing Team

Attributes & Skills

Package & Benefits

Company Overview

Personal Vacancy Specification Form

Package & Benefits

The Recruitment PlanKey Step Week 1 Week 2 Week 3 Week 4 Week 5 Week 6

Create recruitment timeline and agree with all staff

Collate all role documentation ready for the recruitment process

Create Personal Vacancy Specification Form (PVSF) for the open role

Select and make initial contact with recruitment sources & negotiate terms

Send Personal Vacancy Specification Form and recruitment timeline to all selected recruitment sources

Agree and set closing date for application

Review all CVs and select short list of candidates

Feedback to agencies (if required) and contact selected candidates to arrange 1st interviewsFeedback to agencies (if required) and contact selected candidates to arrange 1st interviews

Carry out 1st interviews with short listed candidates

Review interviewed candidates and feed back to recruitment sources

Arrange 2nd interviews

Carry out 2nd interviews

Carry out Kolbe Profile

Review interviewed candidates and Kolbe profiles and feed back to recruitment sources

Create work based assessment interview programme and documents and arrange 3rd interviews if

required

Carry out 3rd interviews

Unique

TeamTeam

Receptive

DelegationDelegation

Incentives & Bonus

Flexible Working

Holiday & Free Days

Health Programmes

Awards

Reward & Recognition

Health Programmes

Thank You!

Receptive

DelegationDelegation

Delegate...

Eliminate

ComplexitiesComplexities

Operational

ExcellenceExcellence

Best

PracticePractice

What?

Client & Service

Operations

Team

Business Management

When?

Quarterly

Monthly

Weekly

Annual

How?

Technical

Administration

Debrief

Management

Quality

Standards?Standards?

ISO 22222 - Personal Financial Planning

Requirements for Personal Financial Planners

Unique Team

Receptive Delegation

Eliminate Complexities

Operational Excellence

Best Practice

Eliminate Complexities

‘Best Practice Makes Perfect’

Documents – Business Card!

Help?

www.michellehoskin.com

Thank you!Thank you!