Business Support Assistant; Office & Operations

Department: Corporate Services
- Business Support

Employment Type: Permanent
- Part Time

Location: Glasgow

Reporting To: Kara Clerkin

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.

• 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,…