Receptionist/office Assistant, Wimbledon

3 weeks ago

Wimbledon, United Kingdom TWM Solicitors LLP Full time

**The Firm**

Established in 1799, TWM Solicitors LLP is a leading South East law firm with 220 people in offices across Surrey and London. We are a full service firm - for private clients we are renowned for family law, residential property, tax planning, trusts, wealth management and wills and probate. For business clients we have teams dealing with the full range of corporate and commercial law, dispute resolution, employment and commercial property.

**Overview of the Vacancy**

We require a full time Receptionist/Office Assistant for our Wimbledon office. The reception function is crucial to the Firm’s ability to impress clients therefore your main duty will be to provide a welcoming, pleasant, accurate and high quality reception service to clients, suppliers and visitors as well as to assist with general office and administrative duties such as typing, printing cheques, running the post desk, photocopying, retrieving files, running errands including banking, organising refreshments and lunches.

To be considered for this role, you will have previous administrative experience within an office environment, experience working as a receptionist, proven experience of dealing with clients face to face and over the phone combined with good problem solving skills. You will possess excellent verbal and written communication skills paired with the ability to work in a discreet and sensitive manner. As a Receptionist/ Office Assistant, you will be courteous, alert, helpful, professional, patient, diplomatic and flexible. You will have a good working knowledge of the Microsoft suite, good typing and admin skills, will be self-motivated and able to work without close supervision.
- Welcomes clients calling for appointments, prospective clients, suppliers and other visitors inviting them to wait in the reception waiting areas or showing them to a meeting room in accordance with the Firm’s procedures from time to time.
- Makes and receives telephone calls, answering any queries helpfully and referring callers to other offices of the Firm if required.
- Puts calls through to Fee earner’s secretaries if they are unavailable but holds calls briefly if they can’t be taken immediately.
- Keeps the reception area, waiting areas, meeting rooms, post room, store room and safe tidy, well appointed and free from litter at all times.
- Provides refreshments when appropriate in line with the Firm’s procedures from time to time.
- Carries out KYC identity checks and electronic verification of identity.
- Runs the post desk and collects, delivers and sorts the post.
- Deals with incoming and outgoing mail and faxes quickly and efficiently.
- Operates the franking machine and cheque printer.
- Receives the post, deliveries, payments from clients and miscellaneous items.
- Distributes these items in a timely and appropriate manner.
- Monitors the critical diary and forwards it to the staff weekly or as directed by the Head of Office.
- Photocopies and scans, often in large volumes and under the pressure of deadlines and distributes appropriately and in a timely manner.
- Banking when required, including liaison with cashiers, cheque printing and delivery of credits to the bank.
- Processes client invoices.
- Carries out database input and word processing including attendance notes.
- Checks and collates supplier invoices for the approval of the Head of Office.
- Monitors stocks of office supplies and orders stationery and other general office/kitchen/bathroom supplies including milk/coffee/tea/flowers/ newspapers when required and within the Firm’s guidelines from time to time or as directed by the Head of Office.
- Runs errands.
- Archiving and retrieval of files and deeds.
- Maintaining and monitoring file archiving databases and undertaking associated administration duties, including arranging for files to be collected or retrieved from storage as required.
- Undertakes general administration duties.
- Conducts fire drills.
- Undertakes some physical lifting.
- Offers a “can do” and positive attitude to asking for work.
- Actively promotes the Firm by delivering good customer care standards.
- This job description is non exhaustive and the Firm reserves the right to vary the duties and responsibilities of the post holder at any time according to the needs of the Firm’s business.

**Person specification**:
**Qualifications**

N/A

**Essential personal qualities and attributes**
- Courteous and efficient telephone manner, bright, alert, interested and helpful.
- Professional appearance, including tidy hair, appropriate makeup (where worn) and attired as agreed as appropriate by the Firm
- Patient and diplomatic manner.
- Flexible, co-operative and a supportive team player
- Bright and enthusiastic
- Self motivated and able to work without close supervision
- Demonstrates appropriate commercial awareness
- Is comfortable working in a busy environment and working under pressure
- Is willing to learn and try new way

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