Dains Accountants & Advisers
Business Support Officer x2
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Department: Business Support
Location: Birmingham
Description
The Business Support Officer plays a crucial role in providing comprehensive business and administrative support, ensuring smooth operations across one or multiple service lines.
This role also involves close coordination with the wider Business Support team to guarantee continuity and efficiency in business operations.
As a key member of the Business Support team, the position will occasionally include a range of tasks to be undertaken as and when required, including reception duties, client administration, and support with ad hoc project work.
This dynamic role requires adaptability and proactive engagement to support various business needs as they arise.
Key Responsibilities
Core Responsibilities:
Chargeable and Non-Chargeable Activities:
- Lead on the delivery of both non-chargeable and chargeable administrative tasks, ensuring all activities are completed accurately and within required timeframes.
Document Preparation and Communication:
- Produce high-quality, error-free documents such as reports, presentations, and client communications, tailored to specific requirements and using appropriate software.
- Oversee the preparation, review, and secure transfer of documents, ensuring alignment with GDPR and data protection.
- Manage high-volume, time-sensitive administrative tasks and ensure client-facing deliverables meet professional standards.
- Conduct first-line quality assurance for documents and processes, ensuring a high standard of work across all deliverables.
System and Data Support:
- Take ownership of data integrity and reporting within organizational systems, managing WIP (Work in Progress) and client data with precision.
- Obtain relevant documentation and data from clients and process in alignment with GDPR and data protection laws.
- Act as a Data Champion, working to aid fixing any data gaps, or issues and working with the service lines, ensuring the holistic view of a client is accurate.
General Business Support and Miscellaneous Administrative Tasks:
- Provide flexible and ad-hoc administrative support to the wider Dains team, as needed, demonstrating adaptability and proactive problem solving, including support to front of house.
- Provide project support to the wider Dains team when required.
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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, overseeing mileage and expense processing, and ensuring compliance in timesheet and billing management.
- 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 stationary 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:
- Oversee client onboarding and offboarding processes, conducting thorough anti-money laundering and compliance checks while addressing any discrepancies.
- Prepare, review, and finalise client invoices and billing documentation with a focus on accuracy and compliance with firm policies.
- Maintain and update document management templates and oversee the preparation of reports.
Scheduling and Meeting Coordination:
- Independently manage complex scheduling requirements, ensuring efficient time management for senior team members.
- Coordinate and facilitate meetings, including agenda preparation.
- Arrange travel and accommodation as requested, ensuring all bookings are in line with the firm’s policies and preferences.
Skills, Knowledge & Expertise
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- 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.
Job Benefits
At Dains, we’re committed to helping our people build rewarding careers in an environment where they can learn, develop and succeed. From day one, you’ll be supported to grow your skills, broaden your experience and shape a career that reflects your ambitions.
We offer ongoing professional development tailored to your role, strengths and future goals, supported by clear career pathways so you can see how you’ll progress.
Alongside a competitive salary, our benefits package is designed to support your wellbeing and reward your contribution, including:
- Flexible and hybrid working options
- 25 days annual leave plus bank holidays, increasing with service, with the option to buy or sell days
- Financial security through life assurance and a competitive pension scheme, with access to private medical insurance through both company-funded and self-funded options
- Greener travel options through our electric car scheme and cycle to work programme
- A vibrant social culture with regular team and firm-wide events
- Enhanced maternity and paternity pay to support you and your family through life’s important moments
- Employee resource groups promoting inclusion and connection
- “Dains in the Community”, supporting charity, wellbeing and local initiatives
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