Receptionist - Belfast

7 months ago

Belfast, United Kingdom Oracle Solicitors Full time

The Receptionist will be responsible for general day-to-day office administration in our Belfast office. Furthermore, they will be expected to positively promote quality of service to staff members and clients, raising the quality level whenever possible.

**Purpose/Main Objectives**:
To support all Practice decisions, carrying out any actions required. To provide any support required from staff members and Directors.

**Responsibilities & Duties**:

- Receive all incoming calls, forward them to the relevant person or take a message as required
- Meet and greet all visitors, clients and walk-ins into the office
- Ensure the sign in system is utilised and kept up to date at all times
- Receive, scan and allocate all incoming post
- Perform all scanning, printing and allocation all documents when required
- Check and record all LAMS on a monthly basis
- Organise all consultations - In-person and on Teams
- Organise and update Belfast staff calendars
- Investigate and action all interpreter requests
- Bank letters/release of papers - _not sure what this is _
- Monitor and record all CPD requirements
- Source, compare and purchase office supplies
- Ensure all mail is recorded and posted in a timely manner
- Ownership of all administration tasks of the role and maintain the smooth running of day-to-day operations.
- Ensure the offices and associated rooms are clean and tidy
- To deal with delegated tasks as required, reporting progress to the Senior Business Administrator and/or the Directors
- Assist with administrative duties as and when necessary, including but not limited to opening files on the case management system, saving or scanning documents
- Update outgoing cheque list and outgoing post log
- Take card payments over the phone or in person from a client
- Managing utility, maintenance, cleaning, repairs, IT, waste disposal, photocopy machine, security and any other kind of providers the firm uses
- Scan any invoices received and send to the relevant person
- Order stationary and keep the stationary cupboard tidy
- Follow internal methods, policies, and procedures as set by the Office Manual
- Assist with on-boarding duties
- Assist the IT department with setting up new laptops and troubleshooting
- Train and/or mentor other junior or new staff members on office policies and procedures during their on boarding
- Diary Management, Room booking, confirming appointments with clients
- Work as part of a team and undertake reasonable instructions
- Assisting in any potential office moves to different locations Any other hoc duties as directed by Directors, and/or Senior Business Administrator
-

**Skills & Qualifications:
**Essential**:

- Previous Experience as an administrator/receptionist
- Experience working within a law firm (desired)
- Ability to multi-task and prioritise, and understand the importance of deadlines
- Clear and confident manner
- Highly organised; able to be productive, flexible and simultaneously manage multiple projects and priorities in a performance driven environment
- Ensure quality of service levels are met and are to standard
- Good IT skills - familiar with Microsoft office suite
- Be highly trustworthy, discreet, and use good judgement
- Able to work well under pressure, without sacrificing a high attention to detail
- Excellent oral and written communication are essential; the ability to establish positive, cooperative and professional relationship, both internally and externally
- Excellent customer service skills
- Self-starter, resourceful and the ability to work autonomously; Proactive and eager to learn
- Self-awareness and a commitment to using feedback to learn and develop as a professional

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