Business Support Assistant (Office & Operations)

3173 Limited; Glasgow; On-site; GBP 18,000 - 24,000; Part time

Job summary

3173 Limited is seeking a part-time Business Support Assistant in Glasgow to help run the office and provide essential administrative services. You will support daily operations, coordinate meetings and events, and ensure a welcoming environment for clients and colleagues.

You will balance office duties with broader administrative tasks, adapt to evolving processes, and work closely with the Business Operations Executive to maintain smooth service delivery across the group.

Qualifications

• Experience in office administration and front-of-house support.
• Ability to coordinate meetings, visitors and events with accuracy.
• Strong organisational skills and attention to detail.
• Proficient in Microsoft 365 applications and related tools.

Responsibilities

• Support the effective day-to-day operation of the Glasgow office.
• Coordinate client meetings, site visits and recruitment interviews.
• Manage meeting room bookings, refreshments and setup.
• Monitor office supplies and arrange replenishment.
• Liaise with building management, suppliers and internal colleagues.
• Provide admin support across business operations and projects.
• Assist with records, archiving and document management.

Skills

Office coordination

Administrative support

Meeting coordination

Facilities liaison

Microsoft 365

Tools

Microsoft Teams

Outlook

Job description

Business Support Assistant - Office & Operations

Department: Corporate Services - Business Support

Employment Type: Permanent - Part Time

Location: Glasgow

Reporting To: Kara Clerkin

Description

The Business Support Assistant - Office & Operations supports the smooth day-to-day running of our Glasgow office and the delivery of practical Business Support services across the Group.

The role combines local office coordination with a wider range of administrative and operational support activities. While not based at a reception desk, the postholder will help ensure a professional and welcoming experience for clients, visitors and colleagues, including supporting client meetings, site visits and recruitment interviews when required.

Working closely with the Business Operations Executive and wider Business Support colleagues, the role contributes to consistent service delivery, effective processes and a positive office environment. As technology, self-service and our operating model evolve, the balance of responsibilities will adapt to meet changing business needs.

The role is based in the Glasgow office on a part-time basis and combines responsibility for local office support with wider administrative and operational activities. The postholder is expected to organise their work effectively, balancing planned office requirements with other agreed responsibilities.

The role reports to the Business Operations Executive, who is responsible for setting priorities, managing performance and development, coordinating operational processes and overseeing the delivery of relevant Business Support services.

The balance of activities will evolve as business requirements change, with opportunities to take on a broader range of administrative and operational support responsibilities.

Responsibilities & Criteria

• Support the effective day-to-day operation and presentation of the Glasgow office, ensuring shared areas and meeting facilities are maintained to an appropriate standard.
• Handle telephone calls in a polite & professional manner, directing to the relevant team/staff member when required.
• Coordinate arrangements for client meetings, visitors, site visits, interviews and other office-based activities, providing front-of-house support when required.
• Assist with meeting room bookings, preparation, refreshments and other meeting requirements.
• 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.

• Support outgoing post, couriers, deliveries and other administrative services in accordance with agreed processes.
• Handle confidential and sensitive documents appropriately, following agreed security and information-handling requirements.
• Assist with records administration, document scanning, filing and archiving activities where required.
• Provide administrative support for routine Business Support requests received through agreed service channels.
• Adapt to changes in administrative processes and service delivery as the 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 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 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 local office activities.
• Use relevant systems and digital tools effectively, including the Business Support helpdesk and Microsoft 365 applications.
• Collaborate with colleagues and local office contacts to ensure continuity of essential office activities outside the postholder's working hours.
• Embrace new technology, self-service arrangements and changes to the way Business Support services are delivered.

• Ability to work independently using own initiative on routine activities while recognising when to seek guidance or escape 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 providing administrative or operational support, including coordinating meetings, events, facilities or general office activities, 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, 22.5 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.