Business Support Assistant (Office & Operations)

3173 Limited; Belfast City District; On-site; GBP 21,000 - 30,000; Full time

Job summary

3173 Limited in Belfast is seeking a Business Support Assistant to provide a friendly first point of contact for colleagues, clients and visitors, and to help maintain a well-organised Belfast office.

You will handle telephone calls, coordinate meetings and travel, manage post and supplies, support records and document handling, and assist with day-to-day administrative tasks across Corporate Services - Business Support.

Qualifications

• Experience in general office administration and reception tasks.
• Strong organisational skills and attention to detail.
• Proficient use of Microsoft Office applications (Outlook, Word, Excel).
• Ability to communicate clearly with colleagues and stakeholders.
• Experience handling post, supplies and facilities coordination is a plus.

Responsibilities

• Provide a professional first point of contact for visitors and staff.
• Handle telephone calls politely and direct to the appropriate team.
• Coordinate visitor arrangements, meeting rooms and refreshments.
• Support day-to-day office operations and maintain shared areas.
• Assist with post handling, supplies, records and basic admin tasks.

Skills

Organisational skills

Communication

Customer service

Microsoft Office

Stakeholder liaison

Tools

Microsoft Office

Microsoft Teams

Job description

Business Support Assistant (Office & Operations)

Department: Corporate Services - Business Support

Employment Type: Permanent - Full Time

Location: Belfast

Reporting To: Kara Clerkin

Responsibilities & Criteria

• Provide a professional and welcoming first point of contact for colleagues, clients, visitors and suppliers attending the Belfast office.
• Handle telephone calls in a polite & professional manner, directing to the relevant team/staff member when required.
• Coordinate visitor arrangements, meeting room bookings and preparation, refreshments and other meeting requirements.
• Support the day-to-day operation and presentation of the Belfast office, ensuring shared areas and meeting facilities are maintained to an appropriate standard.
• Monitor office supplies and arrange replenishment in accordance with agreed procedures.
• Respond to routine office queries and requests, resolving straightforward issues and referring more complex matters appropriately.
• Liaise with building management, suppliers and internal colleagues regarding routine office requirements.

• Prepare outgoing post, couriers and other dispatches, maintaining appropriate records and tracking where required.
• Support the handling of confidential and sensitive documents, following agreed security and information-handling requirements.
• Assist with records administration, document scanning, filing and archiving activities where required.
• Provide cover and support for other routine Business Support activities, including administrative requests received through agreed service channels.
• Adapt to changes in post handling and administrative processes as the future operating model develops.

• Undertake routine office checks and report maintenance, cleaning, equipment or facilities issues through agreed channels.
• Coordinate access for visiting suppliers and contractors and assist with the practical arrangements for scheduled office works.
• Support routine office health and safety administration, including maintaining information, records and supplies as directed.
• Assist with meeting room technology and office equipment issues, referring technical matters to IT.
• Support the practical delivery of office changes, moves, improvements and other workplace activities.
• Assist with any delegated ISO27001 tasks, ensuring the office is fully compliant.

• Provide administrative and coordination support for colleagues and teams across the business, including making travel arrangements and booking external meeting rooms, in line with agreed priorities.
• Assist with organising internal meetings, colleague events, office activities and other business initiatives.
• Support document preparation, formatting, information collation, scheduling and other routine administrative tasks.
• Help maintain accurate records, trackers and shared information.
• Provide practical assistance to business projects or operational activities where additional administrative capacity is needed.

• Work closely with the Business Operations Executive, who will provide day-to-day direction, prioritisation, coaching and line management, while collaborating with colleagues across the wider Business Support team.
• Follow agreed processes and contribute practical suggestions to improve efficiency, service quality and colleague experience.
• Support the development and maintenance of office guides, checklists and process documentation by sharing knowledge of day-to-day activities.
• Use relevant systems and digital tools effectively, including the Business Support helpdesk and Microsoft 365 applications.
• Provide flexible cover and support across activities during periods of absence, increased demand or operational change.
• Embrace new technology, self-service arrangements and changes to the way Business Support services are delivered.

Criteria:

• Ability to work independently using own initiative on routine activities while recognising when to seek guidance or escale an issue.
• Strong organisational skills and the ability to manage competing tasks and priorities.
• A professional, friendly and helpful approach to colleagues, clients and visitors.
• Good written and verbal communication skills with confidence in dealing with senior stakeholders.
• Good attention to detail and the ability to follow established processes accurately.
• Confident using Microsoft Office applications, particularly Outlook, Word and Teams, with the ability to learn new systems.
• Experience of coordinating meetings, post, facilities or general office administration would be advantageous.
• Proactive and able to use initiative & problem-solving skills when working independently
• Ability to adapt in changing circumstances and embrace new ways of working
• Can maintain professional integrity & strict confidentiality

Circumstances

Working hours: Monday to Friday, 37.5 hours per week with additional hours as and when required.

The role holder may be at times required to travel to other UK locations.

All roles are subject to a six-month probationary period and all prospective employees are required to complete background screening to cover all locations.

As part of the pre-hire process the successful candidate will be subject to reference checking and background security vetting.

Applying with a disability or long-term health condition?

As part of our belief that we benefit from the differences among us we are committed to increasing the representation of disabled colleagues and want to remove any barriers or challenges that get in the way of candidates with a disability or long-term health condition from applying to work with us. As part of this commitment, we guarantee to automatically interview anyone with a disability who meets the minimum criteria.

If there is support or an adjustment that we can provide to enable you to be at your best during the recruitment and selection process, we encourage you to advise us in good time so that we may make suitable arrangements. We understand that being open with us may feel uncomfortable so please only share with us the information that you are comfortable to share, and rest assured that we will use this only to provide you with the right support. Any information you give us will be treated completely confidentially. To discuss this further please call 028 9041 2000 and ask to speak to a member of the People & Culture team.