Department: Business Support
Location: Lichfield
Description
The Business Support Assistant plays a crucial role in providing comprehensive business and administrative support, ensuring smooth operations across one or multiple service lines.
Working alongside other members of the Business Support Team, this role assists with routine administrative tasks and helps maintain continuity and efficiency across the business.
As part of the team, the Business Support Assistant will also be expected to carry out a variety of tasks as and when required, such as reception duties and basic client administration.
This dynamic role requires adaptability and eagerness to develop their administrative skills in a collaborative and professional environment.
Please note, this role is a part-time job share position. The hours will be Monday to Friday, 12:45 pm to 5:15 pm (22.5 hours per week).
Key Responsibilities
Core Responsibilities
Chargeable and Non-Chargeable Activities
Assist in the completion of routine non-chargeable and chargeable tasks under supervision of more senior members of the team.
Document Preparation and Communication
Prepare standard documents, such as letters and basic reports, using pre-designed templates and appropriate software tools.
Handle routine tasks, such as photocopying, scanning, and electronic filing, ensuring compliance with organisational policies.
Support secure file transfers using established systems and assist with dispatching files or mailings as required.
System and Data Support
Input and update data such as client data in relevant systems with accuracy.
Obtain relevant documentation and data from clients and process in alignment with GDPR and data protection laws.
General Business Support and Miscellaneous Administrative Tasks
Provide basic administrative support to the wider Dains team as required, including support to front of house.
While core responsibilities remain consistent across locations, the following tasks are integral to the role and will be carried out in accordance with site-specific and service line requirements:
Admin Duties
Support with diary management, processing mileage and expenses, timesheet support and billing.
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 stationery 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
Assist with client onboarding and offboarding including performing anti-money laundering and compliance checks, ensuring documentation is complete and flagging any issues for further review.
Support the preparation and dispatch of client invoices and billing documentation.
Support the team with maintaining document templates.
Scheduling and Meeting Coordination
Arrange straightforward appointments or meetings for team members, ensuring logistical details are communicated.
Provide general meeting support, such as note-taking when required, under supervision.
Skills, Knowledge and Expertise
5 GCSE's 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
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:
Flexible and hybrid/smart working options
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
Greener car scheme
Cycle to work scheme
Joining us also brings many social benefits; we have a full social calendar