Business Support Assistant in Lisburn

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 ISO27001 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 operational activities where additional administrative capacity is needed. 5. Team Collaboration & Continuous Improvement 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 escalate 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 and ask to speak to a member of the People & Culture team. About 3173 Our primary aim is to provide interesting, worthwhile and healthy careers for all our people; we believe that this emphasis sets us apart from our competitors. We are defined by our ethos and by our goal: Our ethos is an individual and collective commitment achieved through carefully balancing responsibility with freedom and flexibility, all of which is underpinned by a willingness to work interdependently. When we get this balance right, it is how we do our best work. We look after our staff first and foremost, but for a commercial purpose, which is to deliver great service profitably. By focusing on our goal, we provide the best outcomes for pension scheme members, trustees and employers. We have clients throughout the UK, serviced from offices in London, Belfast, Glasgow, Manchester, Birmingham, Bristol, and Leeds. 3173 is an Equal Opportunity Employer. TPBN1_NI