Business Support Assistant Belfast, Northern Ireland
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
D e m o n s t ra t e s an understanding of how a professional office works.
A team player who can also work independently.
Good co mmun i c at i on s k i ll s ( v e rbal and w r i t ten) and ab i l i t y to i n t e r a c t ef f e c t iv e l y , c o u r t eou s l y and pr o f e s si ona l l y both w i t h i n i nternal and e x ternal c u s t o m e r c o m m u n i t i es
A b l e t o p r i or i t i s e w o r k l oad and c o m p l ete w ork w i th i n agreed t i m e s c a l es .
H a v e good o rgan i s at i on s k i ll s and proactively seek to offer the best service to stakeholders
Ability to ‘think on feet’, occasionally working within pressurised situation.
A b l e t o deal w i t h peop l e at a l l l e v e l s o f t he o rgan is at i on .
H and l es c on f i de n t i al and s en s i t iv e i n fo r m at i on i n a d isc r e te and confidential manner .
‘Intermediate’ knowledge of MS o f f ic e s o f t w are Ou t l oo k and ‘good’ knowledge of Word, E xc el , PowerPoint and Visio (or similar software).
Good s p o k e n a nd w r i t ten E ng l i s h .
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.
In line with Thales' Baseline Security requirements, candidates will be asked to provide evidence of identity, eligibility to work in the UK and employment and/or education history for up to three years. Some vacancies may require full Security Clearance which can require further evidence to be provided. For further details of the evidence required to apply for Baseline and Security Clearance please refer to the Defence Business Services National Security Vetting (DBS NSV) Agency.
At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working.
Thales UK is committed to providing an inclusive and barrier-free recruitment process. We will provide reasonable adjustments and support to ensure neuro-diverse applicants or those with a disability or long-term condition can be their best during the recruitment process. To request an adjustment, if you need this job advert in an alternative format or if you have any questions about the recruitment process, please contact Resourcing Ops for mid to senior roles, or the Early Careers Team for graduate and apprentice roles.
Great journeys start here, apply now!
