Reception Services Assistant
1 month ago
**The Firm**
With a firm that is nearly 300 years old it is perhaps unsurprising that our traditional values are one of our core strengths. Much of our success can be explained by our commitment to our clients coupled with our readiness to adapt and invest as a forward-looking business.
We are expert private client lawyers with a national reputation. Our client base comprises individuals, companies, schools, charities, landowners, farmers and estates and these clients are both local and national. We are client focused and work in collaboration with our clients.
Purpose
To provide high quality reception, administration and secretarial support.
Whilst the post holder will be based in the reception area of Alexandra House, the duties will reflect a much wider role assisting with overflow typing and supporting in-house events as well as general administration tasks.
Experience
Previous experience of working in a professional office or reception is desirable
Good IT skills including Word and Outlook are essential
A knowledge of digital dictation and document management systems would be an advantage
Good and accurate typing skills are desirable (a typing test may be given at interview)
Duties will include
- Being the first point of contact for our clients and other visitors to Alexandra House
- Dealing with queries in a professional manner
- Ensuring clients are not kept waiting and are shown hospitality, provided with appropriate refreshments and are shown to and from any room used for their appointment
- Informing our advisors when their visitors arrive, and apologising and providing an explanation to clients for any delay
- Maintaining client confidentiality in the reception area and using a meeting room for longer discussions, where it is appropriate
- Managing and maintaining the electronic meeting room booking system and checking requirements when these are not clear
- Setting up meeting rooms, liaising with IT where additional resources are required
- Clearing up after meetings and making sure meeting rooms are left clean and tidy
- Providing refreshments for meetings, being mindful of Food Hygiene guidelines
- Ensuring the reception area, meeting rooms, client toilets and the kitchen area are kept clean and tidy at all times and rectifying problems where possible or reporting any issues immediately to the relevant team
- Ensuring meeting room supplies are kept topped up and supplies are re-ordered when necessary
- Managing client car parking arrangements using the online system
- Liaison with Moneypenny, our telephony provider over unplaced calls, sickness etc and taking messages where appropriate
- Ordering lunches or other refreshments from external caterers when required
- Maintaining an up-to-date list of external providers of catering etc.
- Providing a secretarial service to the Legal and Business Support teams to assist with typing and other appropriate administrative tasks
- Working alongside the Events and Business Development Manager to provide support to in-house events including delegate packs, name badges, greeting attendees and general event assistance
- Liaising with cleaning companies over additional cleaning and laundry requirements
Competencies
- Well presented
- Good communicator
- Flexible in approach and willing to work outside normal hours when required
- Calm and professional manner
- Team player
- Proactive
- Positive and enthusiastic
- Organised
- Conscientious
- Attention to detail
**Working Hours**
8.30am - 2.00 pm Monday to Friday
9.00am - 2.00pm considered with annual leave cover
Some flexibility is required to cover events and meetings as and when required
**Benefits**
25 days holiday
Life Insurance
Private Medical Insurance
Pension
**Job Type**: Part-time
Part-time hours: 27.5 per week
**Salary**: From £23,000.00 per year
**Benefits**:
- Life insurance
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Salisbury: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Reference ID: S18/23
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