Financial planning ✦ Industry

Financial planning
practice support

Client data gathered, research collated, advice documents produced from your templates and implementation paperwork tracked — so your advisers spend their time advising and your paraplanners on the technical work.

Book my 30-minute call →or run the numbers for your role →
Looking for VA work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
Review prepPacks ready before the meeting
~2 wksBrief → first day

Advice practices are strangled by document production

The compliance framework around financial advice means every client interaction generates documents — fact finds, authorities to proceed, statements of advice, records of advice, review packs, implementation instructions.

Producing them is exacting but largely procedural, and it is done by advisers and paraplanners whose time is the most expensive in the practice. The result is well-known: advisers see fewer clients than they could, and the practice caps out.

A dedicated administrator takes the collection and production work. The strategy, the technical judgement and the advice stay with your licensed advisers and paraplanners.

What comes off the adviser and paraplanner

  • Client data collection — Fact find information gathered, authorities issued and chased, and existing product and super information requested from providers.
  • Provider follow-up — Information requests to super funds, insurers and platforms chased until they arrive — the most common source of delay in advice production.
  • Research collation — Product and fund data pulled from your research tools and tabulated for your paraplanner to analyse.
  • Advice document production — Statements of advice and records of advice assembled from your templates with client data populated, ready for your adviser and paraplanner to complete and review.
  • Implementation paperwork — Applications prepared, submitted and tracked, with outcomes confirmed and files updated.
  • Review preparation — Annual review packs assembled — current positions, performance, changes since last review — before the meeting rather than during it.
  • CRM and file hygiene — Client records current, review dates diarised, and file notes filed where they can be found at audit.
  • Compliance file checks — Files checked for completeness against your licensee's checklist, with gaps chased while recent.
Popular roles

Roles for planning practices

All 51 roles →
Role

Financial analyst

Research collation, modelling and analysis support.

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Role

Administration assistant

Client data, paperwork and provider follow-up.

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Role

Executive assistant

Adviser diary, inbox and meeting preparation.

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Role

Financial advisor support

Practice support and client service administration.

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The advice line — a hard boundary

Financial advice is regulated under an AFS licence and personal advice can only be provided by an authorised, qualified adviser. Production and administration travel; advice does not, in any form.

  • Personal financial adviceNever, in any form, to any client. This is licensed activity and the consequence of getting it wrong is serious.
  • Strategy and recommendationsWhat is recommended and why is the adviser's work; the paraplanner's technical analysis supports it.
  • Signing advice documentsAdvice documents are completed, reviewed and signed by your authorised adviser.
  • Client meetingsCoordination and preparation, yes. Attending or conducting an advice conversation, no.
Industry-specific

Specialist roles for planning practices

Three dedicated roles, each with the AFS advice boundary stated explicitly.

Client services

Client services officer

Data, authorities, provider chasing and implementation.

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Production

Paraplanning support officer

Research collation and advice document production.

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Reviews

Review coordinator

Packs prepared, reviews booked, service evidenced.

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Questions

Frequently asked

Will our licensee permit offshore support?
Check the specifics first — licensees differ on outsourcing, data location and system access, and some have explicit approval processes. We will work within whatever your agreement requires and would rather confirm before you hire.
Is this paraplanning?
Not quite, and the distinction matters. Full paraplanning involves technical analysis and strategy construction that should stay with a qualified paraplanner. This role does the collection, collation, production and tracking that surrounds it — which is usually where the bottleneck actually sits.
How is client data protected?
They work inside your systems as a named user with scoped access, so data stays in your environment with every action attributed. NDA and confidentiality agreement before day one, and access revocable instantly. Your Privacy Act and licensee obligations apply regardless of location.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
How fast can we start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks. Specialist roles can take longer and we would rather tell you three weeks and mean it than promise two.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.