Our client are an established and leading Law firm, based in York City Centre. They are looking for a Client Services Assistant to join their team on a permanent basis.
The purpose of the role is to provide an effective and efficient telephone and reception service to all callers to and members of the Company.
Duties include:
Telephone
· To respond to enquiries from all callers to the Company’s telephone service.
· To provide accurate information to callers on the departments and activities within the Company.
· To provide information on specific services operated by the Company.
· To distribute calls accurately and efficiently to others within the Company
· To retrieve messages left on the system overnight and forward on
· Arranging appointments for appropriate staff to "swear" documents
Reception
· To attend to clients who have appointments/do not have appointments
· To attend to deliveries left with reception as appropriate
· To ensure fax machine is in good working order
· To manage distribution of incoming faxes, ensuring they reach the correct destination asap.
· To take payments from clients in accordance with the Cash Handling Policy
· To book interview rooms on the IT system as required
· To send and receive emails
· To search for client information on database as and when required
· Advise HR of daily sickness
· Ensure reception area is always tidy and welcoming
· To be responsible for locking the front door at the official closing time and opening in the morning
In addition:
· Archiving
· Ordering train tickets
· Taking swear fees
· Ordering couriers
· Using the paging system
· Witnessing documents
· Updating Fire Head Count List/procedure to follow in case of fire
· Carry out the weekly tests of fire alarm and panic alarm
· Preparation of files for scanning
· Manage the Advice inbox and distribute emails accordingly
· To make appropriate recommendations for service improvement
· To attend training/refresher courses as required by the Department Head
· To attend department meetings as required
· To co-operate and take part in all Company policies and procedures
· To undertake any other appropriate duties as may be required.
N.B This job description will be reviewed annually and amended in consultation with the post holder