Business Support Assistant
3 months Fixed Term contract
Belfast
3173 is a privately owned UK firm of pensions experts with clients throughout the UK, serviced from offices in London, Belfast, Glasgow, Manchester, Birmingham, Bristol and Leeds.
The 3173 Group of companies includes Dalriada Trustees Limited (Dalriada) one of the UKs largest professional pension scheme trustee companies. Spence & Partners provides full pension actuarial, consulting, investment consulting and administration services that provide simply smarter solutions for trustees, employers and members and Mantle: reimagines the traditional models of defined benefit pensions administration and actuarial valuation software.
The 3173 Culture
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.
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 supporting 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, escalate issues appropriately and support service resilience
Responsibilities & Criteria
- Post Handling & Administration
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 escalate 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
Person Specification
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
Circumstances
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.
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.
WHJS1_NI
…