Business Support Assistant (Front of House)

About Us

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 UK’s 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

We are hiring a Business Support Assistant (Front of House) who wants to work within a busy environment and is looking for the opportunity work for a growing and award-winning organisation.

To contribute successfully to the Business Support Team as a F.O.H you will have had previous experience of working in a busy environment in a front of house role. You will have strong organisational skills, excellent attention to detail and the ability to manage multiple tasks and priorities. You will be enthusiastic and willing to adapt to a varied role with ability to adhere to deadlines and will have proven experience of delivering quality customer service to colleagues and clients.

You will be effective and efficient, working interdependently to provide and maintain high standards across our business. You will have a professional approach to managing expectations and taking responsibility in order to deliver positive outcomes for all stakeholders.

Due to the nature of our business and this role, it is imperative that professional integrity and strict confidentiality is always maintained.

Responsibilities & Criteria

Key Responsibilities

This is a key role to support the continued success of the business. You will report to the Business Support Manager in Belfast.

The key responsibilities of this role are:

• Support the management and day to day running of the office environment.
• Provide support to all staff, including travel booking and diary management.
• Answer and transfer telephone calls in a prompt and professional manner.
• Carry out front of house reception duties e.g. receiving and welcome guests and ensure all necessary processes are completed.
• Process the post each day.
• Running errands; e.g. post, banks, supplies.
• Manage and assist in any delegated ISO27001 tasks, ensuring the office is fully compliant.
• Facilitating meetings, e.g. booking rooms, ordering lunch and setting up with tea/coffee as required.
• Manage office stock control.
• Carry out standard and advanced Microsoft Office tasks including formatting documents with adherence to company branding and policies.
• Facilitate large volume document production such as client mail-outs by taking ownership for the printing and collation of documents and ensuring all requirements are met.
• Manage the effective storage and retrieval of documents, filing both electronic and hard copies.
• Support culture of continuous development, advancing internal processes, procedures and systems.
• Contribute to the success of the team by providing cover and support to other members of the team in busy periods or during staff holidays.
• Provide first class customer service to all clients and colleagues.

Essential Experience, Knowledge and Qualifications

• At least 5 G.C.S.E’s to include Maths and English.
• Experience working in a busy environment.
• Experience of managing multiple and conflicting tasks.
• Excellent IT Skills and fully competent in Microsoft Office.
• Competent user of general office machinery and equipment.
• Proven experience in all aspects of office administration.
• Experience of working pro-actively and using own initiative to complete tasks.

Desirable Experience, Knowledge and Qualifications

• Educated to minimum A Level standard.
• Familiar with ISO 27001 or similar recognised compliance regulations.
• Working towards a relevant administration or business-related qualification.
• ECDL or equivalent.

Behavioural competencies for the role

Inspiring Leadership, Strategic Thinking, Impacting & Influencing, Client Engagement, Collaborative Working, Problem Solving, Planned Approach, Professional Approach.

Circumstances

Location: Glasgow

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.

This job is open to both Full Time & Part Time.

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 028 9041 2000 and ask to speak to a member of the People & Culture team.