Key tasks, duties and quality standards:
To run the post desk and deal with incoming and outgoing mail and faxes quickly and efficiently.
To receive the post, deliveries, payments from clients and miscellaneous items and distribute these items in a timely and appropriate manner.
To archive files, maintain and monitor file archiving databases and undertake associated administration duties, including arranging for files to be collected or retrieved from storage as required.
Undertake some physical lifting.
Photocopying, often in large volumes for court bundles under the pressure of deadlines and to distribute these photocopies appropriately and in a timely manner.
Manage stationery stock.
Undertake general administration duties
May be asked to undertake some basic IT work, possibly some typing of attendance notes.
Make and receive telephone calls, answering any queries helpfully and referring callers to other offices of the firm if required. Puts calls through to fee earner's secretaries if they are unavailable but holds calls briefly if they cannot be taken immediately.
Accurately take messages over the telephone and transcribe any messages from the answerphone each morning and deliver the messages accurately to the intended recipient as quickly as possible either by phone or email.
Actively promote the firm by delivering good customer care standards.
Welcome clients calling for appointments, inviting the clients to wait in the waiting room.
Take copies of passports and utility bills from clients calling with identification for Money Laundering Regulation purposes.
Keep the reception area and meeting rooms tidy and free from litter at all times.
Provide refreshments when asked to do so.
Offer a co-operative "can do" and team-oriented attitude and positive attitude to asking for work.
To be successful in this role, we are seeking the following:
Qualifications
GCSE in Maths and English (A*-C) or (9-4) or equivalent
Law degree
Essential personal qualities, skills and abilities
Proven experience of dealing with clients either face to face or over the telephone
Courteous and efficient telephone manner, bright, alert, interested and helpful
Professional appearance, including tidy hair, appropriate makeup (where worn) and attired as agreed as appropriate by the firm, including being prepared to wear a uniform
Patient and diplomatic manner
Flexible, co-operative and a supportive team player
Bright and enthusiastic
Self-motivated and able to work without close supervision
Demonstrates appropriate commercial awareness
Is comfortable working in a busy environment and working under pressure
Is willing to learn and try new ways of working
Able to provide a welcoming environment
Skilled in customer care and communication
Is attentive when being spoken to, asks questions and seeks clarification where necessary
Demonstrable experience of having dealt with difficult situations and customers
Able to convey straightforward information clearly and accurately in writing and orally
Able to make sound judgements which show an understanding of the boundaries of the post
Computer literate
Self-motivated
Able to work in a discreet and sensitive manner
Desirable knowledge, skills and competencies
Previous telephone switchboard and customer service experience
Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age