Reception and Administration Assistant

5 months ago

London, United Kingdom ABC Chambers Solutions Full time

**Reception and Administration Assistant**

**£30,000**

**London (Ref:1744)**

Our client is one of the leading sets of Commercial and Chancery chambers and is noted for its ‘strength in offshore and international cases’. They are currently seeking a Reception and Administration Assistant to provide, with all staff, an efficient and effective service to clients and Members of Chambers and in doing so provide an enjoyable and productive working environment. You will be responsible for managing the reception area, offering a friendly and efficient service for clients and members of Chambers. You will work closely with the Chief Operation Offer, Chambers Manager, GDPR and Finance Manager contributing to the smooth running of Chambers and its administration. You will ideally have excellent communication skills; verbal and written, thrive in a demanding and high-pressure environment, and have exceptional organisational ability.

**All applicants are encouraged to complete an Ethnicity, Diversity & Inclusion questionnaire - **please click here.**

**Job description.**

Line managed by the Chambers Manager. Reporting to the COO.

Support the COO and Chambers Manager in all areas of Chambers’ management:

- Welcoming visitors to Chambers, noting and recording their details and announcing their arrival to the person they are calling upon.
- Assist with the provision of refreshments for conferences and meetings.
- Ensure that the reception and waiting room of Chambers are kept tidy and presentable.
- Preparing conference rooms for in-house seminars and events.
- Setting up AV equipment and laptops in conference rooms for meetings.
- Ensure that all deliveries that arrive at reception are given to the appropriate person.
- Checking and ordering stationery and refreshment stocks.
- Arrange couriers for collections and deliveries.
- Arrange for taxis and cars for visitors, members and staff as required.
- Undertake any other administrative-related duties as may reasonably be expected of a post of this type (i.e. hotel/travel bookings, photocopying, filing, supplier deliveries & collections etc.) as and when required.
- Liaising with and escorting around premises; contractors, deliveries, IT and phone technicians.
- Reporting problems to the Inn and keeping a log.
- Deputise for the Chambers Manager during absences.
- Assisting the Marketing Executive in preparation for events (badges, printing etc.).
- Assisting the Marketing Executive with the preparation of and research for mailing lists for events as required.
- Booking, scheduling and arranging Zoom and MS Teams meetings and, if necessary, on other remote platforms.
- PA and concierge work - assist the members and senior leadership team with PA requirements as time allows. Booking lunches, coffees, taxis and travel arrangements for members and the staff team.
- IT - assist members and staff with IT issues in the first instance, manage the IT list and liaise with our offsite IT support consultants.
- Facilities - liaise with and greet contractors, supervise access to members’ rooms as agreed by the Chambers Manager, log faults and perform daily building checks.
- HR - assist the Chambers Manager with maintaining records, organising training, and helping team members as required.
- Financial management - maintain financial spreadsheets as per Chambers’ systems.
- Pupillage - assist the Chambers Manager with pupillage administration including making diary booking for interviews, preparing letters and creating bundles during the pupillage recruitment drives.
- Assist the Chambers Manager with event and social management in Chambers.
- CRM - assist the clerking and administration team in keeping the CRM system up to date (LEX - dedupe).
- Administration - assist the Chambers Manager and COO with preparing word and excel documents.
- Liaise and assist the Head of Clerking and Marketing Executive as required.
- Provide clerks’ room cover and support to the practice management team.
- Assist the COO and Chambers Manager with administration and operational tasks as required.

**Person specification.**
- Skills and competencies_
- Able to use MS Office at an intermediate level (Outlook, Excel and Word particularly).
- Able to use Zoom and MS Teams to an intermediate level.
- Excellent communication skills; verbal and written.
- Exceptional organisational ability.
- Starter/finisher - sees a task through to completion.
- Manages time well and is able to prioritise tasks when workload is high.
- Punctual.
- Calm and unflappable.
- Confident in dealing with demanding individuals and situations.
- High degree of emotional intelligence.
- Demonstrates determination and ability to overcome barriers.
- Thrives in a demanding high-pressure environment.

**Benefits**
- 3 month probation period:

- Pension
- Health care insurance
- Life assurance
- Travel loan
- 25 days leave p/a

The role is 9am - 5:30am in Chambers 5 days per week.  25 days leave p/a.

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