Job Title: FOH/Secretarial/Admin
Reporting to: Practice and HR Manager
This is a permanent but Part Time position working Monday to Friday 10.00am to 4.00pm (with an unpaid lunch break of 30 minutes)
Overview
To ensure a professional and excellent level of customer service is maintained, contributing to the overall experience of visitors and callers to the business. Provide secretarial and admin support to other departments by preparing correspondence and documents through digital dictation in connection with a varied caseload to enable the team to operate at optimum efficiency and in a professional and efficient manner, meeting with clients needs whilst contributing to the overall cost-effective management and success of the departments.
Qualifications And Experience
* Excellent people skills
* Proven experience in a FOH/customer facing role, or dealing with members of the public face to face would be advantageous
* Previous secretarial and typing experience (desired)
* Excellent IT skills to include the use of Proclaim (training can be provided), BigHand/Diktamen and BundleDocs (training can be provided). To be able to adapt to and use any software that the Company may wish you to use for the advancement of cases and the Company in an efficient manner
* Fast accurate digital typing skills to a high level and use a high degree of self-management and initiative
* Understanding of legal terminology (desired)
* Strong computer skills in Outlook, Word and Excel
* Educated to GCSE level or equivalent
Department Specific Requirements And Personal Qualities
* Maintain a professional, polite and friendly manner at all times, particularly in front of visitors
* Undertaking other duties of a reasonable nature which may be requested from time to time
* Experience of liaising with clients both in person and on the telephone in a professional and friendly manner
* Responding to emails and returning client calls in a reasonable timeframe
* Excellent and accurate communication skills
* Willingness to assist and help visitors and staff alike
* Calm, reassuring approach and attitude towards clients and staff
* Sensitive and empathic nature. Discreet when dealing with clients as required
* Ensure the confidentiality of all firm and clients documentation and information
Job Specific Duties
* Welcoming all visitors and providing a warm, friendly reception
* Co-ordinating meeting room bookings and appointments where required, and ensuring that meeting rooms are tidy, well-stocked, and that guests are served refreshments or anything else they may need
* Providing cross-department support as required, such as typing using digital dictation, using Proclaim, Bundledocs and BigHand/Diktamen
* Completing standard forms
* Photocopying and document collation
* Preparing file notes
* General administration duties and provide support to other secretaries
* Dealing with routine incoming post/emails
* Ability to work to tight deadlines, work under pressure and remain focused
* A pleasant and positive manner in dealing with colleagues
* An ability to self-report where mistakes/errors have occurred on any case, for any reason, to the Practice Manager
* Managing all matters pertaining to Reception and office appearance to an exceptionally high standard
* Prioritise tasks in line with Fee earner requirements
* Ensure compliance with Data Protection and any other compliance requirements in person and on the telephone
* Plus, any other duties as reasonably requested by Management
Job Specific Skills And Competencies/Personal Qualities
* An excellent professional working manner
* Excellent organisational and administration skills
* Excellent interpersonal skills
* Ability to communicate on all levels and to maintain confidentiality of information at all times
* Driven and organised
* Strong prioritisation skills and ability to manage own workload
* Ability to work flexibly with a positive attitude
* To have the ability to work as a member of a team
Employee Benefits
* 31 days holiday including bank hols, increasing with length of service
* Birthday day off
* Pension 5% (salary sacrifice if eligible)
* Westfield Healthcare Cash Plan
* Death in Service benefit
* Gifted holidays at Christmas
* Staff discount
* Star of the Month (an additional day off)
Please send your CV to
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