Part-time Receptionist

4 months ago

StratforduponAvon, United Kingdom People Professional HR and Recruitment Service Limited Full time

We are currently seeking a highly motivated and customer-focused Receptionist and Administrator to join our Client's firm of Solicitors. As the first point of contact, both in person and over the phone, you will provide a friendly, efficient, and professional service. This role requires excellent communication skills and the ability to multitask effectively.

This role will be Monday to Friday - 20 hours per week (flexibility on start and finish times).

Key Responsibilities:

- Take accurate and concise messages for calls that cannot be attended to immediately, ensuring all messages are promptly relayed.
- Log all visitors, general enquiries, and new business walk-ins into the computerised system.
- Greet and assist all visitors, notifying the respective staff members of their arrival promptly.
- Verify Anti Money Laundering (AML) documents for Conveyancing, ensuring accuracy before scanning.
- Prepare files for closing and archiving when necessary.
- Provide secretarial support and assist with typing and document production for Fee Earners, including filing and photocopying.
- Offer administrative support to all departments as needed.
- Ensure all cash receipts brought to reception are checked, recorded, and handed over to the appropriate staff members. Follow the established cash handling procedures.
- Manage bookings for boardrooms and meeting rooms, ensuring availability and organising schedules.
- Maintain and update daily appointments, collecting information from electronic diaries.
- Keep reception area tidy and presentable, ensuring a welcoming environment for clients.
- Coordinate with the HR Manager to ensure continuity of cover, including providing support at other offices if required.
- Manage courier packages, ensuring they are logged, sent out promptly, and relevant notifications are saved in the case management system.
- Prepare outgoing mail and ensure timely delivery to the relevant boxes.

Knowledge and Experience:

- Previous experience in a similar customer-facing role.
- Familiarity with telephone systems and proficient use of phone system features.
- Strong keyboard skills and proficiency in using Outlook, Word, Excel, and preferably Tikit.
- Friendly demeanour with a clear and patient speaking voice.
- Team player with a flexible outlook and the ability to adapt to changing needs.
- Ability to maintain confidentiality and exercise discretion at all times.

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