Business Support Assistant

About You

The Business Support Assistant – Office & Operations supports the smooth day-to-day running of the Belfast office and contributes to the delivery of central Business Support activities. The role provides practical support across post handling, front of house, visitor coordination, meeting room support, office administration and shared Business Support requests.

The role is intended to provide resilience across key office and operational activities, while supporting the team as key processes evolve to accommodate the changing and growing needs of the business. Key processes include post, travel, helpdesk and office management arrangements. The role is not responsible for owning the design or management of any of the processes, but is expected to follow agreed processes, escalated issues appropriately and support service resilience.

• Support the accurate and timely handling of incoming post and related administrative activity.
• Receive, sort, scan and allocate incoming post in line with agreed processes.
• Support accurate routing of post to the relevant teams or individuals.
• Identify and elevate unclear, complex or recurring post allocation issues.
• Maintain confidentiality and accuracy when handling sensitive documents.
• Support changes to post processes as the operating model evolves.
• Front of House, Visitors & Meeting Rooms

Support a professional and welcoming office environment for colleagues, visitors and clients.

• Provide front of house support, including greeting visitors and handling local queries.
• Coordinate meeting room bookings, set-up and readiness where required.
• Support client and internal meetings by ensuring rooms and facilities are prepared.
• Liaise with colleagues, visitors and building contacts to resolve day-to-day issues.
• Maintain a professional and service-focused approach in all interactions.
• Belfast Office Support

Contribute to the smooth day-to-day running of the Belfast office.

• Support office supplies, groceries, lunches and local office arrangements.
• Coordinate access for maintenance providers, suppliers and building contacts.
• Raise and follow up office issues in line with agreed processes.
• Support local office checks, logs and administrative records where required.
• Escalate issues that require supplier, landlord or manager intervention.
• Shared Business Support Requests

Support shared Business Support activity where appropriate, particularly during transition to new systems and processes.

• Respond to requests received through agreed channels, such as mailboxes or helpdesk.
• Support residual travel, document production, meeting coordination or administrative requests where required.
• Redirect requests to the correct route to support colleague understanding and awareness of processes and procedures.
• Work in line with agreed priorities and service expectations.
• Process, Knowledge & Team Resilience

Contribute to consistent and resilient ways of working across the team.

• Follow agreed processes, templates and ways of working.
• Keep local process notes updated where required.
• Share knowledge with colleagues and support cover arrangements.
• Support onboarding of new team members by explaining local office processes.
• Contribute ideas to improve efficiency, consistency and service delivery.

Skills & Experience

• Experience in office administration, front of house, business support or a similar role.
• Strong organisational skills and attention to detail.
• Confident using Microsoft Office and business systems.
• Experience handling confidential information appropriately.
• Experience in a professional services or office-based environment desirable.

• Location:
  
  Belfast.
• Working hours:
  
  Monday to Friday, 37.5 hours per week with additional hours as and when required.
• All roles are subject to a six-month probationary period and all prospective employees are required to complete an Access NI check.
• As part of the pre-hire process the successful candidate will be subject to reference checking security vetting.
• 3173 is an Equal Opportunity Employer.

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