Business Support Assistant

Business Support Assistant (Office & Operations) The Business Support Assistant Office & Operations supports the smooth day-to-day running of our Belfast office and the delivery of practical Business Support services across the Group. Based at reception in the Belfast office, the role combines front-of-house responsibilities with a wider range of administrative and operational support activities. While ensuring visitors and colleagues receive a professional and welcoming service, the postholder will use the time between reception duties to deliver other agreed Business Support activities.

Reporting to the Business Operations Executive, the role contributes to consistent service delivery, effective processes and a positive office environment. As technology, self-service and the operating model evolve, the balance of responsibilities will adapt to meet changing business needs. Responsibilities & Criteria
1. Front of House & Office Support 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.
2. Post, Deliveries & Administrative Services 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.
3. Office Operations & Facilities Support 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 ISO
27001 tasks, ensuring the office is fully compliant.
4. Business Support & Wider Operational Activities 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…