Tilly, Bailey & Irvine is a well-established law firm which can trace its heritage back 184 years to its Hartlepool roots. We have expanded and developed considerably over the years and have offices in Stockton-on-Tees, Barnard Castle and Wynyard as well as continuing to have a strong presence in Hartlepool. Despite the continued growth, we continue to uphold traditional values of courtesy, integrity and friendliness.
We are looking to add to our Administration & Facilities Team with an Admin Assistant who is also able to provide some lunchtime and holiday cover for our Reception in our Hartlepool office and holiday cover in our Stockton and Wynyard offices.
Overview
The Admin and Facilities team provide a range of support to ensure our professionals can focus on providing a great service to clients. With everything from looking after our buildings, providing reception services, supporting with administrative duties and ensuring post and other deliveries are handled efficiently, they provide a critical service to the firm.
Job summary
This role is aimed at ensuring each of our offices can continue to provide a friendly and professional reception service during any holidays and absence periods.
You will be based in the Hartlepool office and will assist the Administration and Facilities team as well as providing lunchtime cover for the Hartlepool reception on a regular basis.
You will also provide full-time cover on Reception when our Hartlepool, Stockton or Wynyard receptionists are on leave.
Main duties
Admin/Facilities tasks:
* Assisting with the opening and scanning of daily post.
* Preparation and payment of invoices.
* Ordering publications.
* Purchasing stationery, consumables and improving supplier prices.
* Organising travel arrangements.
* Energy monitoring and management.
* Photocopying tasks.
* Preparing post for collection.
* Servicing meetings with food/refreshments.
* Checking/replenishing stock levels in meeting rooms, kitchens, toilets etc..
Reception cover:
* Meet and Greet all visitors and clients ensuring details are recorded.
* Advise new clients in relation to which legal department can help them and assist in making appointments.
* Advise staff in a timely manner of client/visitor arrivals.
* Ensure the reception area and meeting rooms are tidy and welcoming.
* Ensure meeting rooms are scheduled properly for the people who have booked them.
* Assist with incoming post and ensure hand deliveries are logged.
* Ensure staff complete the attendance sheet and send to HR on a daily basis.
Preferred Skills and Experience:
You should have:
* Experience of administration and reception work in a professional services environment.
* Excellent standards of client care.
* An ability to remain calm and professional whilst maintaining a friendly and welcoming approach.
* Excellent organisational skills.
* Good keyboard and computer skills with confidence in using Outlook, Word, Excel and Client Management Systems.
* Excellent communication skills, face to face, telephone and by email.
We are looking for someone with excellent team working skills, flexibility and a positive, can-do and flexible attitude to work.
You will need to have a valid driving licence and access to a vehicle to ensure you are able to cover our Stockton and Wynyard offices when required.
Note - the annual pay review is pending in April.
If you are interested in this role, please click 'Apply' and upload your CV. We look forward to hearing from you
Job Types: Full-time, Permanent
Pay: £22,932.00 per year
Benefits:
* Company pension
* Employee discount
* Health & wellbeing programme
* Referral programme
* Sick pay
Ability to commute/relocate:
* Hartlepool TS26 9DP: reliably commute or plan to relocate before starting work (required)
Application question(s):
* Do you hold a valid driving licence and have full access to a car?
Experience:
* Receptionist: 1 year (required)
Language:
* English (required)
Work Location: In person