Business Support Officer (FOH)

The Business Support Officer plays a crucial role in providing comprehensive business and administrative support, ensuring smooth operations across one or multiple service lines. This role involves close coordination with the wider Business Support team to guarantee continuity and efficiency in business operations. As a key member of the Business Support team, the position will occasionally include a range of tasks to be undertaken as and when required, including reception duties, client administration, and support with ad hoc project work. This dynamic role requires adaptability and proactive engagement to support various business needs as they arise.

Key Responsibilities

• Chargeable and Non-Chargeable Activities: Lead on the delivery of both non-chargeable and chargeable administrative tasks, ensuring all activities are completed accurately and within required timeframes.
• Document Preparation and Communication: Produce high-quality, error-free documents such as reports, presentations, and client communications, tailored to specific requirements and using appropriate software. Oversee the preparation, review and secure transfer of documents, ensuring alignment with GDPR and data protection. Manage high-volume, time-sensitive administrative tasks and ensure client-facing deliverables meet professional standards. Conduct first-line quality assurance for documents and processes, ensuring a high standard of work across all deliverables.
• System and Data Support: Take ownership of data integrity and reporting within organisational systems, managing WIP (Work in Progress) and client data with precision. Obtain relevant documentation and data from clients and process in alignment with GDPR and data protection laws. Act as a Data Champion, working to aid fixing any data gaps or issues and working with the service lines, ensuring the holistic view of a client is accurate.
• General Business Support and Miscellaneous Administrative Tasks: Provide flexible and ad-hoc administrative support to the wider Dains team, as needed, demonstrating adaptability and proactive problem solving, including support to front of house. Provide project support to the wider Dains team when required.
• Admin Duties: Support with diary management, overseeing mileage and expense processing, and ensuring compliance in timesheet and billing management. Provide company secretarial support as required, ensuring compliance with internal and external regulations. Monitor emails to designated Dains email addresses and respond or escalate as necessary. Order stationary and supplies, monitoring stock levels and replenishing when required.
• Reception Duties: Greet visitors, take incoming calls, manage messages, and maintain a tidy front-of-house. Set up rooms, arrange refreshments, and clear post-meeting materials. Handle deliveries, post, access systems, and kitchen upkeep. Monitor emails, manage office supplies, and assist with printing, scanning, and filing. Oversee petty cash or credit card if needed.
• Client Onboarding and Compliance: Oversee client onboarding and offboarding processes, conducting thorough anti-money laundering and compliance checks while addressing any discrepancies. Prepare, review, and finalise client invoices and billing documentation with a focus on accuracy and compliance with firm policies. Maintain and update document management templates and oversee the preparation of reports.
• Scheduling and Meeting Coordination: Independently manage complex scheduling requirements, ensuring efficient time management for senior team members. Coordinate and facilitate meetings, including agenda preparation. Arrange travel and accommodation as requested, ensuring all bookings are in line with the firm’s policies and preferences.

Skills, Knowledge & Expertise

• 5 GCSEs Grade C and above or equivalent including Maths and English.
• NVQ Level 2 or 3 in Business Administration or equivalent.
• Friendly and approachable, with the ability to build positive relationships with colleagues and clients.
• Tenacious and professional, demonstrating diplomacy and strong communication skills.
• Calm and composed under pressure, with a flexible and adaptable approach.
• Self-motivated, able to use initiative, and work independently when required.
• Discreet and trustworthy, with a clear understanding of the importance of confidentiality.
• Detail-oriented, accurate, and thorough in all tasks.
• Reliable and accountable, taking ownership of responsibilities.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Job Benefits

At Dains, we are committed to your professional growth and development. We provide a comprehensive suite of training and development opportunities designed to enhance your skills and expand your career possibilities. Our leaders utilise a coaching style and provide on-the-job training. You will have access to continuing professional development courses and will be sponsored to undertake a coaching training course if you are not already a trained coach. We support every team member in achieving their full potential. Our development programmes are tailored to nurture your unique talents and ambitions, ensuring you not only meet but exceed your professional goals. We offer a highly competitive salary, and our generous benefits package includes, but is not limited to: 25 days annual leave (plus bank holidays), option to buy and sell annual leave, health insurance, life assurance, a generous discounted shopping platform for all staff, and a greener car scheme. Joining us also brings many social benefits; we have a full social calendar!