Reception Administrator, Part-Time

Monday to Friday - 9am to 1pm

Job Purpose:

• To provide a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person, whatever the circumstances
• To work in accordance with the Firm’s Manual and to act always in an appropriate way as an employee of a professional practice

Key Responsibilities:

• Provide reception and administration cover. Answer the telephone promptly in a clear and confident manner and forward the caller to the appropriate person or voicemail as per telephone procedure
• Take brief messages in respect of calls which cannot be dealt with at the time, making sure to pass on all messages taken
• Log in all visitors to Reception and all general enquiries, new business walk-ins and phone enquiries entered in to computerised system
• Receive all visitors into Reception and notify member of staff immediately on their arrival
• Ensure that all deliveries to Reception are notified to appropriate person as soon as possible
• Verifying of Anti Money laundering (AML) documents for Conveyancing correctly before scanning
• Scanning and sorting of post for all departments, if requested to do so
• Preparing files for closing and archiving as and when required
• Provide secretarial assistance and typing for Fee Earners, producing documents as required, filing, photocopying
• Generally, assist all departments with any admin tasks as and when required
• Check all monies brought into Reception and issue a receipt. Notify Fee Earners, Secretaries, Accounts staff or Credit Control staff immediately for collection. Money to be recorded and signed for on collection. All cash receipts should be counted and checked in the presence of another member of staff – preferably the Accounts/Credit Control department where possible
• Take bookings for the boardroom and any other interview/meeting rooms
• Maintain daily appointments collecting information from electronic diaries
• Always keep reception tidy and ensure presence in reception
• Liaise with HR Manager to ensure continuity of cover. Where possible you will be required to cover other offices to avoid the need of the company incurring temp or agency cover costs
• Ensure that post is opened, and a Director or Senior Solicitor is contacted to stamp and distribute it appropriately
• Email all staff as to any unknown post as per unallocated post procedure.
• Forward all incoming computerised faxes to the correct person or department
• Ensure all incoming new enquiries via phone, email or in person are entered on to the Prospect register in Tikit
• Make sure all courier packages are logged with courier and sent out. APC email notification to be saved on case management system on relevant matter.
• Preparation of post ready for delivery to the relevant boxes. Ensure that this is delivered to the relevant box on time every afternoon
• Maintain diary, and book appointments and meeting rooms.
• Provide holiday/sickness absence cover at office where based and be flexible to provide cover at other offices, where possible

Knowledge and Experience:

• Previous experience of working in a similar customer facing role
• Knowledge of telephone systems and the ability to use telephone system skilfully
• Keyboard skills with a good knowledge of Outlook, Word, Excel & preferably knowledge of Tikit
• A friendly manner together with patience and a clear speaking voice
• Ability to be a team player and flexible outlook
• Ability to remain discreet and always maintain client confidentiality

Job Type: Part-time

Benefits:

• Company events
• Health & wellbeing programme
• Sick pay

Schedule:

• Day shift
• Monday to Friday
• No weekends

Work Location: In person