We are looking for a Reception Administration Assistant to work within a team of colleagues in our busy town centre office, providing an exceptional standard of general administrative duties in a professional services office environment, contributing to the firm’s operational effectiveness. The role is Monday to Friday each week, 0900 to 1700 with one hour unpaid for lunch, totalling 35 working hours per week.
Job purpose:
Working within a team of colleagues in a busy office, the purpose of this role is to provide an exceptional standard of general administrative duties in a professional services office environment, contributing to the firm’s operational effectiveness.
Main duties:
General firm-wide administrative and office activities including such as photocopying, scanning and filing and the preparation of general correspondence when required.
Handling confidential, sensitive information and data.
Develop and maintain our filing systems, carrying out filing and archiving tasks, handling filing requests from colleagues and assisting in the scanning and secure destruction of files and other documents.
Effective operation of our IT systems including the MS Office package and our case, matter, document and practice management systems.
Plan, organise and attend meetings, creating agendas and taking minutes.
Assist in organising travel and accommodation for staff and other external contacts.
Assist in the ordering and management of stationery and office supplies across the business.
Assist with running reception in our office alongside colleagues with duties including:
Offering a warm welcome, greeting and attending to visitors and clients as they arrive in the premises taking details as to their purpose, and informing the appropriate person, with a high level of customer service.
Operating our telephone and e-mail systems to effectively manage calls and enquiries.
Ensuring the safety and welfare of clients and visitors when in the reception area, including making drinks where appropriate (tea, coffee, water etc.).
Recording and managing client and visitor appointments through liaison with secretaries, professional staff and clients and visitors. Effective management and coordination of meeting room bookings and diaries.
Help maintain the security of the building by monitoring and managing visitors attending the premises and following procedures.
Maintaining a safe, clean and tidy reception area in accordance with our procedures.
Provide clear and effective communication with all offices, departments and colleagues providing accurate information in person and via phone/e-mail.
Carrying out office postal routines, including the use of franking machines, receiving and sending of faxes and arranging couriers where appropriate and sorting and distribution of post.
Working with our marketing team, assist in the planning and organisation of events and activities both internally and externally.
Receiving and recording payments made by clients using the electronic payment facility.
Undertake training and development specific to the role and identify personal training needs and those of staff working within the reception areas.
Assist in the identification of improvements and best practice in relation to the role through liaison with your team.
Undertaking other duties of a reasonable nature which may be requested from time to time.
Job Types: Full-time, Permanent
Pay: From £12.71 per hour
Benefits:
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- Referral programme
- Sick pay
Education:
- GCSE or equivalent (required)
Work Location: In person
