Receptionist

Job Description: Receptionist

We are currently looking for a Receptionist to join our client’s reputable and well-established legal practice based in Oxfordshire. The ideal candidate will assist the Office Manager in delivering an efficient reception service to both clients and staff members. This includes performing a wide range of administrative and receptionist duties, as well as assisting in the coordination and management of trades, facilities, and maintenance issues. Additionally, the role involves greeting and welcoming clients and visitors, operating the telephone switchboard to ensure a positive initial impression and smooth internal communications, and scheduling appointments for fee earners using electronic diaries. Timely and accurate message handling is also essential, along with managing daily post and DX procedures. Basic financial administrative tasks, such as archiving and data input, are part of the role as well. Coordination of facilities, services, and repairs is another aspect of the position. Collaboration with the reception team to maintain consistent coverage throughout the year, and the ability to provide last-minute coverage for holidays and sickness at other office locations may also be required.

Key Responsibilities:

Reception

• Respond to all incoming telephone calls, ensuring that these are answered promptly and are directed to the right person in the company.
• Receive all visitors to the branch, ensuring that their requirements are promptly dealt with and that they are given a favourable impression of the company.
• Ensure visitors are entered into the visitor’s book
• Maintain the reception, client waiting area and meeting rooms in a tidy manner so that a favourable first impression is given to visitors.
• Supervise the collection and delivery of incoming and outgoing mail, DX, and faxes to ensure that they are promptly delivered to the correct addresses, internally and externally.
• Daily collection and delivery of DX from depot
• Taking delivery of office supplies and receiving deliveries for staff in the building
• Provision of monthly data concerning the franking machines

Administration

• Identification checks for clients, paying in of client monies, accepting payments for invoices and issuing receipts.
• Prompt logging and retrieving of deeds and wills
• Administration by request including regular photocopying
• Dealing with post
• Scanning invoices and documents and manual filing
• Assisting staff with day-to-day queries
• Scanning of files for archiving
• Help support fee earners with archiving files

Facilities

• Arranging service calls for repairs of office equipment
• Maintaining first aid kits, accident books, posters, and roll calls
• Maintain smooth operation and tidy appearance of the stationery stores
• Regular and timely stationery orders
• Regular and timely replenishment of kitchen supplies

Personal Attributes and Skills

Please note: Only candidates with the relevant skills and experience will be contacted regarding this position. If you do not hear back from us within four days you have unfortunately been unsuccessful in your application. Please continue to visit our website for other opportunities.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person's gender, marital status, race, religion, colour, age, disability, or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications, and abilities to perform the duties of the job.

Note: This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as requested by the employer.

Job Types: Full-time, Permanent

Salary: £21,840.00 per year

Benefits:

Company pension

Schedule:

Monday to Friday 09:00 to 17:00 (full time 35 hours)

Experience:

Receptionist: 1 year (required)