Job Description
Role: Business Support Assistant
Location: Belfast
Are you passionate about continuous improvement, team collaboration and driving exceptional business support in a fast paced environment? Are you motivated by providing excellent customer experience and driving change and innovation through teams? Are you looking for an attractive salary? Then look no further we have the role for you!
The Role
Business Support Assistants (BSA) will provide an effective and professional administrative support service to key stakeholders identified as requiring administrative support. The varied work requires the jobholder to be flexible in their approach. They must be able to manage a number of different demands, be able to prioritise their workload and be able to work across multiple functions as required.
Excellent communication skills and relationship building (internal and external) is paramount to successful management and organisation of the diaries, agenda’s and internal and external events.
The role requires an individual who is motivated, forward thinking, confident and flexible - with the ability to remain calm under pressure in a very fast-paced environment. A proactive approach to problem solving and finding solutions independently is required. Resilience, patience and adaptability are also key along with a good sense of humour.
Key Tasks and Responsibilities
- Diary management for identified key stakeholders and those using the shared inbox including making appointments, ensuring that all relevant information and organising has been captured for meetings, including room bookings/venues, catering, location maps, site information, visitor registration, etc.
- May be required to participate in some meetings by taking minutes or actions for the stakeholder
- Organise travel, accommodation and arrange Visas where necessary, ensuring that best route and value is obtained
- Manage the starter/leaver process. For starters, order equipment, book inductions with IT, Security and HSE. Liaise with IT to ensure that equipment is returned / collected for leavers.
- Providing site support based on a location’s needs:
- Maintaining stationery cupboards and stock levels.
- Managing post and parcels, both incoming and outgoing. Including appropriately franking outgoing post and booking couriers.
- Ensuring meeting rooms are clean and tidy and conferencing / VC equipment working.
- Ensuring site Communications are distributed (posters, emails, newsletters) in a timely fashion.
- Hosting external visitors ensuring they understand site policies & procedures
- Liaise with local site facilities, to ensure kitchen areas are clean and stocked and all other issues are dealt with appropriately so that the site is a safe and tidy place for staff to work
- Undertake ad hoc Procurement requests and other system procedures identified.
- Maintain office systems, including data management.
- Providing support with any other tasks as requested by the BRM or BRP.
About you
- Demonstrates an understanding of how a professional office works.
- A team player who can also work independently.
- Good communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
- Able to prioritise workload and complete work within agreed timescales.
- Have good organisation skills and proactively seek to offer the best service to stakeholders
- Ability to ‘think on feet’, occasionally working within pressurised situation.
- Able to deal with people at all levels of the organisation.
- Handles confidential and sensitive information in a discrete and confidential manner.
- ‘Intermediate’ knowledge of MS office software Outlook and ‘good’ knowledge of Word, Excel, PowerPoint and Visio (or similar software).
- Good spoken and written English.
- Desirable if you possess HR skills or are looking to get into a HR generalist role.
What We Can Offer
We’re committed to giving you opportunities to be your best. We believe in embracing the passion and potential of our people, and to achieve this we offer market leading training, development and experiences, along with the opportunity to be mentored and coached by some of the smartest minds in the industry. We hire from within as our first priority, so you’ll have a myriad of opportunities within our diverse, global organisation.
Flexibility
Your health and well-being matters to us and that’s why we offer you the flexibility to do what’s important to you; whether that’s part time hours, job sharing, home working, or the ability to flex your start and finish times. Where possible, we support a working pattern that suits your lifestyle and helps you reach your ambitions.
If you are interested in this role, we would encourage you to have informal chat with the assigned recruiter.
Thales is an equal opportunities employer and diversity and inclusion are integral to the success of Thales.
Job Types: Full-time, Permanent
Salary: From £28,000.00 per year
Benefits:
- Company pension
- Discounted or free food
- Flexitime
- Free parking
- Life insurance
- On-site parking
- Work from home
Schedule:
- 12 hour shift
- Flexitime
- Monday to Friday
- No weekends
Supplemental pay types:
Ability to commute/relocate:
- Belfast, BT6 9HB: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in Belfast, BT6 9HB
Reference ID: R0186767