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Office Administrator

4 months ago

Congleton, United Kingdom Poole Alcock LLP Full time

**Nature & Scope**

To provide support to fee earner(s) to enable them to deal with client efficiently and effectively. Delivers high level of customer service to clients. Projects a professional image to visitors and telephone callers at all times by greeting, welcoming and directing them appropriately. Works collaboratively with colleagues.

**Key Competencies**
- Customer Service Focus
- Information Management
- Organised with good time management
- Attention to detail and accuracy
- Skilled in the use of IT
- Ability to follow instructions
- Self-motivation
- Good use of initiative
- Ability to work to deadlines and under pressure
- Verbal and written communication skills
- Problem solving skills
- Ability to handle complex information
- Ability to communicate with all kinds of clients
- Respect for confidential information

**Key Accountabilities**

**Administration**
- To provide general administrative support to colleagues where directed by line manager
- In the absence of the receptionist you will be required to cover her absences and to carry out her duties as required, which include, but not limited to:

- To organise post and ensure this is ready to be dispatched at the end of each day
- To manage the electronic diaries of fee earners and for the office
- To manage incoming post, scanning and filing (hard copy and electronically) as directed by line manager
- To ensure confidential information is not passed on to third parties without the permission from line manager
- To handle information in a manner consistent with the firm’s policies relating to data protection and information security
- Preparing Post and DX for daily dispatch

**Customer Service Focus**
- To communicate with clients and potential clients in a positive, professional and friendly manner
- To project a positive and professional image, including personal presentation
- To ensure that all client queries are handled efficiently and that information provided to them, and any involved third parties, is accurate and timely

**Greeting visitors**
- To greet visitors efficiently, and in a positive, professional and friendly manner
- To project a positive and professional image to visitors to the office, including personal presentation
- To make visitors feel welcome

**Handing inbound telephone calls**
- To ensure that calls (internal and external) are answered promptly (preferably within three rings) and professionally
- To answer inbound telephone calls, assisting the caller and promptly directing them to another member of the team if appropriate
- To co-ordinate a high volume of calls during peak periods, prioritising work and situations

**Information management**
- To take messages where necessary and direct these to an appropriate member of staff in a timely manner
- To pass on messages to clients and third parties where appropriate
- To provide accurate information to clients and third parties
- To respect the sensitive and confidential information disclosed by clients

**Staff awareness**
- To maintain good working relationships with colleagues
- To provide cover for colleagues where appropriate (including colleagues from different teams/office locations)
- To ensure the proper handover of work to colleagues covering you during periods of leave/absence
- To use departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations

**Package**
- Competitive salary
- 20 days per annum annual leave plus statutory bank holidays. Additionally, the firm ordinarily closes between Christmas and New Year albeit the firm reserves the unfettered right to withdraw this additional leave as required by business needs. You will also get an extra day’s holiday for your birthday
- Entitlement to join the company pension scheme.
- Entitlement to participate in the firm’s cash healthcare scheme.
- The role will be based at our Congleton office but there will be a contractual requirement to work at any of our Cheshire offices.
- Although this role is advertised as a full time position the firm will, upon request, consider whether the role can be conducted on a part time or shared basis.
- Any offer is conditional upon receipt of a satisfactory reference, and a basic DBS check, Social Media check, Adverse Media check, Sanctions check, Employee Credit check and a check with our Regulatory Body
- Poole Alcock is an equal opportunities employer and intends to treat everyone equally regardless of disability, race, sexual orientation, age or marital status.

**Job Types**: Full-time, Part-time, Permanent

**Salary**: From £19,792.56 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Work Location: In person