Business support assistant (hybrid working)

Description

Our Manchester office is an exciting place to be. The team are growing at pace and we now need another brilliant Business Support Assistant to support our fee earners and to be part of our fast-growing presence in the north.

We a company with a difference, working on a solid foundation of mutual trust, we are commercially focussed, and business orientated. We are a business that values our people. We've launched exciting people initiatives to better our people's experience and we engage with our people to listen to their needs and wants. We are proud of our flexible approach to work and offer a hybrid set up where you would have the opportunity to work from home as well as in our Manchester office.

Business Support Executives are responsible for the provision of an efficient and professional business support service. They are flexible, positive, solutions focussed, personable and proactive with strong written and verbal communication skills. Whilst working predominantly supporting those in the Manchester office, they operate seamlessly as a team to ensure the business can access support from 8:30-5:30 Monday to Friday. They can individually cover the whole suite of responsibilities and can adapt to the evolving needs of the business and their business unit.

Responsibilities include:

  • Business Unit Support:
    • Providing support across all services lines (Valuation, Rating, Lease Advisory and Building Consultancy) including but not limited to the following:
      • Audio typing as and when required including emails / letters / reports and other documentation.
      • Calendar management.
      • Coordinating client meetings.
      • Booking travel and accommodation.
      • Raising invoices, credit notes and purchase orders, ensuring clients, suppliers and Firms Accounting have the information that they need and acting as point of contact.
      • Manage and maintain basic budgets – update WIP / pipeline / maintain fee schedules.
      • Assist the team with the management of debt recovery / cash collection.
      • Assist in coordinating larger meetings and events to ensure visitors receive a professional and positive experience. For example: issuing invitations, registering and welcoming delegates, organising catering, and being on hand to deal with issues as they arise.
      • Ensure operational processes are followed, corralling others to do the same and following up where breaches occur, and proactively contribute to process improvement.
      • Create and manage spreadsheets, Powerpoint presentations, Word documents
      • Proof reading, compilation, editing to brand style and formatting of letters, reports and other documentation.
      • Assisting with photocopying / scanning / saving as and when required.
  • Pooled support:
    • Business Support Executives and the Business Support Manager operate as a team to offer an efficient and responsive service to the business, ensuring that they can access services such as the below, between 8:30 and 5:30, Monday to Friday, ensuring no gaps in service on non-work days, holidays or other absences :
      • Proof reading, compilation, editing to brand style and formatting of letters, reports and other documentation.
      • Raising invoices and credit notes.
  • In addition the Business Support Executives ensure a friendly and welcoming front of house service is offered:
    • Receive incoming switchboard calls and monitor the Manchester office email inbox and ensure our clients and other callers receive a professional service – being transferred to the right person or a message taken. Liaise with external facilities management company and take appropriate action to ensure facilities are operating properly and ensure reports are followed up and any issues are dealt with.
    • Ensuring our clients and other visitors are warmly welcomed into a clean, tidy and safe reception environment.
    • Operate our meeting room booking system, ensuring cleanliness, prioritisation and efficient use of available space, and able to politely correct capacity and booking breaches.
    • Dealing with incoming and outgoing mail and organising couriers.
    • Take reasonable care for the health & safety risks and impacts of Cluttons’ operations during their day to day work;
    • Comply with the requirements of Cluttons Health & safety Policies at all times;
    • Co-operate so far as is necessary to enable Cluttons to comply with its duties under health & safety law and other requirements;
    • Not intentionally or recklessly interfere with or misuse anything provided for the purposes of health & safety protection and performance improvement;
    • Inform Cluttons of any work situation involving serious or immediate danger to the environment.

The above is not exhaustive and the Business Support Executives are able to adapt to provide any other administrative needs that the business has.

They may be required to act as fire warden and first aider.

Health & Safety

Requirements

Previous experience of audio typing

  • Productive typing speed
  • Previous experience of operating in a varied administrative role
  • Excellent verbal and written communication skills, experience of editing documents to comply with brand style
  • A positive, proactive approach
  • Solutions focussed and eager to bring ideas and improvements to the table
  • Intermediate user of Outlook, Word, PowerPoint and Excel
  • Ability to deal with a varied workload, multiple and wide-ranging tasks with multiple managers
  • Excellent organisational skills required
  • Works well under pressure
  • Uses initiative
  • Strong work ethic and highly motivated in a busy environment

Benefits

  • Hybrid working - to give you the flexibility you need
  • Holidays: 25 days increasing in line with length of service to a maximum of 30 days
  • Enhanced auto enrolment pension scheme - to help you save for the future
  • Life Assurance - to protect your loved ones should the worst happen
  • Interest Free Season Ticket Loans
  • Cycle to work scheme - discounted bicycles
  • Family & wellbeing policy - to attract, retain and get the best out of a diverse team
  • Flu and Eye Care Vouchers - to keep you healthy
  • Employee Assistance Programme - 24/7 Health & Wellbeing support
  • [email protected] Remote GP app - to give you and your family access to medical experts quickly
  • Platform hosting 1000s of discounts at your favourite retailers, restaurants, supermarkets, leisure & days out venues, gyms and more
  • Plus a Flexible benefits policy that allows you to pick and choose additional benefits as below:
    • Purchasing up to 5 days additional holiday
    • Discounted gym membership
    • Discounted dental insurance
    • Discounted private medical insurance
    • Discounted travel insurance and more