We are looking to recruit an experienced Administrator/Receptionist to join our clients organisation based in Southam. You will be joining a friendly, supportive team and will provide a professional, friendly, helpful, and efficient service to all callers to Reception, either by telephone or in person. This opportunity is a F/T office based permanent job working 35 hours pw Mon-Fri, 9am 5pm paying £25k - £26,500pa doe plus excellent benefits.
Job Purpose:
To provide a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person.
To provide administrative support to Conveyancing and Private Client departments
Knowledge and Experience:
Previous experience of working in a customer facing role, with demonstrable customer service skills
Excellent keyboard skills with a good knowledge of Microsoft Outlook and Word. Case management system experience would be advantageous
Uses initiative when dealing with clients
Knowledge of telephone systems and the ability to use telephone system skilfully
Efficiency to deal with awkward situations and difficult clients in a professional manner
A friendly manner together with patience and a clear speaking voice
Ability to be a team player and flexible outlook
Ability to remain discreet and always maintain client confidentiality at all times
Flexible and adaptable
Key Responsibilities:
Reception:
Being the first point of contact for all visitors to the office, responding to enquiries where possible and signposting/taking details for relevant departments
Answering telephone promptly in a clear and confident manner and forwarding the caller to the appropriate person or voicemail as per telephone procedure. Taking brief messages.
Logging in all visitors to Reception and all general enquiries, new business walk-ins and phone enquiries into computerised system
Receiving all scheduled visitors into Reception and notifying relevant member of staff immediately on their arrival
Verifying of Anti Money laundering documents correctly before scanning
Scanning and sorting of post for all departments, if requested to do so
Check all monies brought into Reception and issue a receipt. Notify Fee Earners, Secretaries, Accounts staff or Credit Control staff immediately for collection. Money to be recorded and signed for on collection
Taking bookings for meeting rooms
Always keeping reception area tidy
Preparation of outgoing post and taking to the relevant place for posting
Administration support:
Undertaking typing and secretarial work for fee earners as and when required
Making appointments for clients
Preparing files for closing and archiving as and when required
Providing general administrative assistance to fee-earning departments
Maintain and protect client confidentiality at all times internally and externally
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