Business Support Assistant

2 weeks ago

Belfast, United Kingdom Thales Full time

Location: Belfast, United Kingdom

Thales people architect solutions that are relied upon to deliver operational advantage at every decisive moment throughout the mission. Defence and armed forces customers rely on us to deliver the full range of defensive systems for land, sea, and air. From early warning, to threat neutralisation, our platforms cover all levels from very short-range systems, to extended protection across the entire battle-space including Airspace Mobility Solutions, Vehicles and Tactical Systems and Missile Defence, Optronics, and Radar.

Together we offer fantastic opportunities for committed employees to learn and develop their career with us. At Thales UK, we research, develop, and supply technology and services that impact the lives of millions of people each day to make life better, and keep us safer. We innovate across five major industries; Aerospace, Defence, Ground Transportation, Security and Space. 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.

**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.
- 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

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