Document and Business Support Administrator

Ashton Recruitment require a Document and Business Support Administrator for our client based in Belfast City Center.
Position: Document and Business Support Administrator
Location: Belfast
Duration: Temporary – permanent
Pay Rate: £12.82 – 13.59 per hour.
Hours of work: 37.5 hours per week between the hours of 07:30-17:30

Duties will include:
* Provide a document management service in accordance with the agreed service standards including:
o photocopying.
o printing of both colour and black & white documents.
o scanning.
o emailing or saving of completed electronic documents.
o binding and finishing services to documents including wire, comb binding, laminating and stapling.
* Take receipt of incoming mail (various methods and couriers) and sort efficiently and in accordance with specified performance standards.
* Deliver mail to Post Repositories utilising Bar Library software, including use of Quick Response Codes, to inform members when mail drops have been made.
* Collect and transport internal mail deliveries between departments and buildings to maximise the effectiveness of timely internal communications.
* Contribute to the provision of a City Centre Messenger Service.
* Maintain current and extensive awareness of the full support available for barrister from each staff department and proactively and seamlessly integrate with other functions to address barrister requirements, spotting the potential to offer additional services signposting barristers towards further help, and following up to ensure a solution was provided.
* Liaise closely with Reception and IT Support to provide integrated and seamless solutions to barrister support needs relating to document management and IT support in particular, in accordance with the agreed service standards.
* With the wider team, regularly review processes and look for opportunities to become more efficient.
* Provide assistance to the Member & Customer Experience unit, as required including providing reception cover.
* With training provided and always adhering to relevant procedures, act as a:
o First Aid Attendant
o Fire Warden
Participate in Evacuation drills as and when required and directed, assisting in preparation of post drill reporting.

Essential Criteria:
* A minimum of 2 years’ relevant demonstrated experience (gained within the previous 5 years) of successfully working in a support role within a demanding and pressurised environment – with at least 5 out of 7 of the below
a. Experience of delivering front facing client client/ member services and fulfilling member / customer requests to ensure their accurate and timely completion within standard.
b. General administration and reprographics experience including accurately producing, collating and emailing large volume scanning, printing, photocopying, binding, preparing and collating hard copy documentation bundles (e.g. BLAG AND OBBS bundles) and filling.
c. Excellent IT Skills including the use of MS Suite (in particular Word and Excel) and ADOBE products with the ability to prepare documents, apply basic formulae, booklet making, format and finish documents, convert documents to Word, PDFs, document merging, renaming and saving in different formats and version control, JPEGs, TIFFs and OCRing.
d. Experience of operating in a retail environment including payment processing systems such as credit card payments or experience of stock rotation and control.
e. Post room, mail or document management and logistics experience in relation to the coding, sorting of incoming, collection and delivery of post.
f. Ability to assist with minor maintenance or janitorial duties such as event set up, desk allocation, office and car parking administration including heavy lifting, carrying, pulling, pushing and bending.
g. Ability to identify the potential to ‘upsell’ and/or offer guidance on additional services.
2. Experience of maintaining accurate and timely service records including use of databases such as MS Excel and assisting with their collation for the purpose of management reports.
3. Data Protection: A working knowledge of Data Protection principles and how they apply to the working environment.
4. Willing to train and act as First aider and fire safety warden.
5. Flexibility that may run beyond core business hours to meet customer / member demands

Skills and Competencies
Customer Service & Business Development: Proven ability to represent the organisation with professionalism and warmth, delivering excellent front-line support and document management services. Skilled in maintaining high customer service standards under pressure and converting enquiries into commercial opportunities.

Knowledge Management & Compliance: Trusted to follow procedures with strict confidentiality, maintain accurate records, and apply Data Protection principles effectively in a mailroom or similar environment

Effective Communication: Excellent verbal and written communication skills, with the ability to absorb and convey complex information clearly, accurately, and confidently, while maintaining strong attention to detail.

Solution Focused: Proactive and adaptable, with the ability to manage workloads independently while maintaining confidentiality and quality. Skilled at thinking creatively, collaborating under pressure, and integrating support services to deliver effective, forward-thinking solutions.
Planning, Organisation & Results Orientation: Highly organised and detail-focused, with the ability to prioritise, multitask, and deliver high-quality work under pressure. Collaborates effectively across departments to provide seamless, timely support and continuously seeks process improvements to enhance efficiency.

Ashton Recruitment is acting as an Employment Business.