Overview
Hours: Monday to Friday 9.00am to 5.00pm
Holiday: 28 days in addition to public holidays
Job purpose: Receptionist
To carry out the role of receptionist and provide administrative support
Responsibilities
* Reception – Answering the telephone via the switchboard and directing calls to fee earners, secretaries, or other staff.
* Reception – Retrieving messages left on the answerphone overnight and distributing.
* Reception – Dealing with the public and directing clients to the waiting area/interview room.
* Reception – Purchasing the milk and other sundries for the office.
* Reception – Checking fee-earner availability on the computer.
* Reception – Using Partners for Windows as necessary.
* Reception – Sorting files for destruction.
* Reception – Date stamping hand-delivered post for distribution.
* Reception – Sorting incoming faxes for distribution.
* Reception – Notifying staff when a fax has arrived on the reception fax machine and placing it in the tray for collection.
* Reception – Photocopying.
* Reception – Daily banking.
* Reception – Putting out A-frame board.
* Reception – Keeping marketing material tidy and up to date.
* Reception – Accounting duties including petty cash, banking, taking payments and recording payments.
Mail
* Opening, date stamping and logging in post on case management system.
* Preparing the post to be sent out either through the Post Office.
* Collection and delivery of GPO mail to the post office each day.
* Taking Recorded Delivery mail to the Post Office and delivering hand deliveries in the town when required.
File Storage and Retrieval
* Preparing files for storage – sticking files together, numbering them and inputting information onto the computer.
* Retrieving stored files and updating the computer system.
* Inputting data onto the system following the completion of the annual file destruction process.
Deeds
* Responsible for maintaining, storing and retrieving deeds and files.
* Inputting and maintaining the database for the deeds on the computer system.
Other Duties
* Opening the post first thing in the morning.
* Making refreshments for visitors or meetings as requested.
* Carrying out all other general reception duties.
* General filing, photocopying and other duties as required by fee earners.
* Weekly/monthly fire checks and fire procedures.
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