About Us
We are excited about the future at Spence & Partners. The industry in which we operate offers a dynamic and challenging environment, and our excellent reputation is contributing to the growth of our business through an expanding portfolio of clients. We aim to extend that client base and deliver truly integrated solutions via our innovative software platform, Mantle.
Established in 2000, Spence is a wholly owned subsidiary of 3173 Limited, which includes Dalriada Trustees Limited, a leading independent trustee. Joining us as a Business Support Assistant offers opportunities to add value across the group.
Our award-winning approach has led to rapid growth, with over 200 staff across seven offices in Belfast, Birmingham, Bristol, Glasgow, Leeds, London, and Manchester.
We believe in empowerment, fostering an environment of ownership where colleagues can excel and gain recognition.
In the current climate, pensions is a dynamic and challenging sector. Our pension professionals require excellent Business Support to operate efficiently and serve clients effectively.
About You
The successful candidate will have experience in a busy office environment, particularly in front-of-house roles, within an award-winning company. They will manage multiple tasks, possess strong organizational skills, and deliver high-quality customer service to colleagues and clients. Proficiency in Microsoft Office and general office equipment is essential.
Professional integrity and confidentiality must be maintained at all times. The candidate should present themselves professionally, manage expectations, and deliver to high standards. Experience working closely with Board and Director level is desirable, emphasizing quality delivery in this area.
Responsibilities & Criteria
Key Responsibilities:
* Support daily office operations and assist colleagues across the business.
* Process post daily by scanning and uploading to SharePoint.
* Assist with report and document preparation, ensuring branding and policies are followed.
* Manage front of house reception, greeting guests and completing necessary procedures.
* Answer and transfer calls professionally.
* Assist with delegated ISO27001 tasks related to security.
* Help plan and facilitate meetings, including room bookings and catering.
* Manage office supplies and stock control.
* Perform Microsoft Office tasks, including document formatting and large-volume production.
* Organize electronic and hard copy filing systems for efficient retrieval.
* Support internal process improvements and testing of new systems.
* Provide cover and support to team members during busy periods or staff absences.
* Deliver first-class customer service to clients and colleagues.
* Provide secretarial support such as diary management and travel arrangements if needed.
* Adopt a flexible, deadline-oriented approach.
Essential Experience & Knowledge:
* Minimum A-level education.
* At least 5 GCSEs including Mathematics and English.
* Experience in a busy office within the Professional Services sector.
* Ability to manage multiple conflicting tasks.
* Proficiency in Microsoft Word, Excel, PowerPoint.
* Experience with office equipment and general administrative tasks.
* Experience in diary management and travel bookings.
* Proactive, initiative-driven approach to completing tasks.
Desirable Experience & Knowledge:
* Relevant administration or business qualification (e.g., ECDL).
* Familiarity with ISO 27001 compliance.
* Experience managing IT or technical projects.
* Progress towards an administration or business qualification.
Behavioral Competencies: Inspiring Leadership, Strategic Thinking, Impact & Influencing, Client Engagement, Collaboration, Problem Solving, Planning, Professionalism.
Circumstances:
Location: Belfast
Working hours: 37.5 hours/week, Monday-Friday, on a rota between 8:30 am and 6:00 pm. Additional hours may be required.
All roles are subject to a 6-month probation and an Access NI check.
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