Business Support Assistant

Spence & Partners Ltd.; Belfast; On-site; GBP 22,000 - 28,000; Full time

Job summary

Spence & Partners Ltd. seeks a Business Support Assistant in Belfast to enhance operations across the organization. The role requires strong organizational and IT skills, customer service experience, and the ability to manage multiple tasks effectively. This is an exciting opportunity to contribute to a dynamic office environment supporting professional services, with leadership opportunities available.

Qualifications

• Experience in a busy office environment within the Professional Services industry.
• Proven experience in all aspects of office administration.
• Excellent IT Skills and fully competent in Microsoft Packages.

Responsibilities

• Support the management and day to day running of the office environment.
• Prepare and format reports and client documents.
• Provide first-class customer service to all clients and colleagues.

Skills

Organisational skills

Customer service

Attention to detail

Communication

Education

A level standard

5 GCSEs including Mathematics and English

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

About Us

We are excited about the future at Spence & Partners. The industry in which we operate offers a dynamic and challenging environment and our excellent reputation is contributing to the growth of our business from an expanding portfolio of clients. We have aspirations to extend that client base, and deliver truly integrated solutions, through the use of our highly innovative software platform, Mantle, across our work.

Spence was established in 2000, and is a wholly owned subsidiary of 3173 Limited, a privately owned company. that includes Dalriada Trustees Limited (Dalriada) a leading independent trustee. As such, joining us as aBusiness Support Assistantwill open up opportunities for you to use your experience to add value across the group.

Our unique award-winning approach to the provision of services has resulted in rapid growth over the last few years with us now employing over 200 members of staff across seven offices in Belfast, Birmingham, Bristol, Glasgow, Leeds, London and Manchester.

We believe in empowerment, and expect our colleagues to thrive in an environment of ownership where they quickly excel and gain recognition.

In the current climate pensions offers a dynamic and challenging environment. It is important that our pension’s professionals have excellent Business Support in order to carry out their role more efficiently and deliver excellent service to our clients.

About You

The successful candidate will be experienced to work in a busy office environment in a front of house role in an award winning company. They will be able to manage multiple tasks and priorities. They will have strong organisational skills and attention to detail with excellent levels of delivering quality customer service to our colleagues and clients. The successful candidate will be a competent user of Microsoft packages and general office equipment.

Due to the nature of our business and this role it is imperative that professional integrity and strict confidentiality is maintained at all times.

You will be expected to present yourself at all times in a professional business-like manner, ensuring expectations are managed and delivered to the highest standard.

The successful individual will have experience working closely with Board and Director level and aware of the importance of quality delivery in this area.

Responsibilities & Criteria

Key Responsibilities:

• Support the management and day to day running of the office environment providing support to colleagues across the business.
• Process the post each day by scanning, uploading to Sharepoint.
• Assist with the preparation and formatting of reports, client documents ensuring all templates are in line with company branding and policies.
• Act as a point of contact and carry out front of house reception duties. Receiving guests and ensuring all necessary processes are completed.
• Answer and transfer telephone calls in a prompt and professional manner.
• Responsible for the management and assistance in any delegated ISO27001 tasks. Physical and environmental security.
• A key part of the role will be assisting in the planning and facilitation of meetings, e.g. booking rooms, ordering lunch and setting up with tea/coffee as required.
• Support office stock control to ensure availability when required by all colleagues.
• Complete standard and advanced Microsoft office tasks including word-processing, formatting letters, reports and documents. Facilitate large volume document production.
• Support the effective storage and retrieval of office information by filing documents; both electronic and hard copies on various systems.
• Support culture of continuous development, advancing internal processes, procedures and systems – assist with the testing of any new services or systems.
• Providing cover and support to other members of the team in busy periods or during staff holidays, promoting teamwork at all times.
• Provide first class customer service to all clients and colleagues.
• May be required to provide secretarial support to colleagues by carrying out diary management, travel bookings and email filing where appropriate.
• You will be enthusiastic and willing to adapt to a varied role with ability to adhere to deadlines.

Essential Professional Experience & Knowledge

• Educated to minimum A level standard.
• At least 5 GCSE to include Mathematics and English.
• Experience in a busy office environment within the Professional Services industry.
• Experience of managing multiple and conflicting tasks.
• Excellent IT Skills and fully competent in Microsoft Packages including Word, Excel, PowerPoint.
• Competent user of general office equipment and equipment.
• Diary management, travel bookings.
• Proven experience in all aspects of office administration.
• Experience of working pro actively and using own initiative to complete tasks.

Desirable Professional Experience & Knowledge

• Working towards a relevant administration or business related qualification.ECDL or equivalent.
• Familiar with ISO 27001 compliance.
• Assisting or managing technical or IT related projects.
• Working towards an administration standard professional qualification.

Behaviouralcompetencies for the role

Inspiring Leadership, Strategic Thinking, Impacting & Influencing, Client Engagement, Collaborative Working, Problem Solving, Planned Approach, Professional Approach.

Circumstances

Location: Belfast

Working hours: 37.5 hrs Monday-Friday working on a rota basis between 8:30-6pm. With a busy office environment the role will require additional hours from time to time.

All roles are subject to a 6 month probationary period and all prospective employees are required to complete an Access NI check.