MAIN PURPOSE OF THE ROLE:
The role is to be the face of the company for clients and staff. You will be at the heart of the firm’s office in Summertown, welcoming clients and dealing with their initial enquiries in a friendly, professional manner, in accordance with our company’s values. You will also be assisting with the effective running of office operations and facilities as well as supporting the administration of the legal teams.
ESSENTIAL CHARACTERISTICS
- Provides a friendly, welcoming, and client-focused service at all times.
- Communicates clearly and professionally with clients, colleagues, and visitors.
- Creates a positive first impression by maintaining high standards of professionalism and presentation that reflects the firm's values and standards.
- Handles telephone and face-to-face enquiries with confidence and professionalism.
- Uses IT systems and administrative tools effectively to support day-to-day operations.
- Demonstrates strong organisational skills, effectively managing competing priorities while remaining reliable, punctual, and accountable.
- Works collaboratively as part of a team while showing initiative and the ability to work independently.
- Maintains confidentiality and handles sensitive information in line with GDPR and legal standards.
KEY TASKS
- Maintain facilities, to agreed presentation and stock standards, ensuring all client-facing areas are clean, organised, and operational throughout the working day.
- Ensure all meeting rooms are prepared and client-ready ahead of scheduled meetings, to support a seamless client experience.
- Process incoming and outgoing post accurately and within daily service timescales, including scanning, distribution, franking, and maintaining operational franking machine balances.
- Coordinate office maintenance, repairs, and improvement works, ensuring issues are identified, reported, and resolved in a timely manner with minimal disruption to business operations.
- Manage stationery and office supply inventories within agreed budgets, maintaining appropriate stock levels and reducing preventable shortages.
- Build effective relationships with suppliers and service providers, ensuring contracted services are delivered to the expected standard, on time, and within budget.
- Coordinate facilities-related compliance activities, including fire safety, security systems, archiving, file retrieval, and confidential waste management, ensuring processes remain effective and compliant.
- Work collaboratively with the Practice Director and Business Services team to support operational, facilities, IT, and administrative objectives across the firm.
- Provide proactive administrative support to legal and business services teams, delivering work accurately and within agreed timescales.
- Consistently demonstrate the firm's values through exceptional client care, professionalism, teamwork, and a commitment to continuous improvement.
- Handle confidential and sensitive information responsibly, ensuring full compliance with GDPR, firm policies, and professional standards.
- To undertake any other duties, as may be required, in relation to the general running of the office.
Essential Criteria
1. Demonstrable experience delivering a professional front-of-house or client service function, effectively managing enquiries and creating a positive client experience across multiple stakeholder groups.
2. Experience coordinating administrative and operational activities, ensuring tasks are completed accurately, within agreed timescales, and to a consistently high standard.
3. Ability to manage competing priorities, utilise Microsoft Office and business systems effectively, and handle confidential information in accordance with GDPR and organisational policies.
Desirable Criteria
1. Previous experience within a legal, professional services, financial services or other regulated environment.
2. Experience managing office facilities, supplier relationships, maintenance activities or workplace services.
3. Understanding of facilities compliance requirements, records management, health and safety responsibilities, or data protection requirements.
4. Experience providing administrative support across multiple teams and working collaboratively with both operational and professional staff.
5. Evidence of identifying and implementing improvements to administrative, client service or office management processes.
Job Types: Full-time, Permanent
Benefits:
- Company events
- Employee discount
- Life insurance
Application question(s):
- Can you reliably commute to Summertown (Oxfordshire) to fulfil this role?
Work Location: In person
