Receptionist

Our well established client is seeking an experienced Receptionist to join their very busy Reception team in their Blandford Forum office.

You will be reporting to:
Head of HR/Assistant HR Manager

This job description is intended as a working document giving a guideline to the major tasks to be performed. It is anticipated that the post will develop, and working practices will change; in order to meet the demands of new legislation, and the requirements of the Firm. It is expected that the post holder will contribute to and assist with all future developments.

Overall purpose:
To work with the Reception team to ensure the smooth running of a professional and effective switchboard and reception area.

Main Duties:
Client Care
- To provide a high level of personal and professional service at all times;
- To ensure strong focus on quality client care dealing with client enquiries in a patient manner;
- To deal with client’s complaints in a sympathetic way and ensuring full messages passed on to the relevant fee earner/Partner.

Reception
- To help maintain a clean, tidy and organised reception area;
- To check the phone system for overnight messages, ensuring they are passed to the relevant person promptly;
- To ensure reception is covered at all times;
- To assist with the efficient and timely opening of post and date stamping;
- To ensure all cheques are logged before handing to the accounts team;
- To ensure all hand delivered post is logged and collected and marked as hand delivered;
- To update the roll call lists, ensuring new copies are always available;
- To process the franking of post, as required.

Administration
- To organise refreshments for Partners, clients and staff for meetings, as required;
- To assist with ordering stationary, office and first aid supplies, when required;
- To ensure that post is opened and distributed to all departments every morning, and all out going post is franked and ready at the end of each day;
- To check supplies for the cloakrooms and meeting rooms on a daily basis;
- To ensure all internal telephone listings, and organisation charts and People Finder are kept up to date;
- To train as a First Aider and Fire Marshall;
- To ensure weekly Fire alarm testing is actioned on a Wednesday;
- To register all files that come back from the unit onto the Reception spreadsheet;
- To ensure that all missed telephone calls are called back on the day;
- To maintain spreadsheet to track internal post.

Personal
- to keep confidential all client information.
- to be positive and helpful with colleagues, clients and professional contacts of the Firm.
- to assist other departments and colleagues within the firm as requested.
- to adhere to and familiarise themselves with the firm’s terms and conditions (PPs).

Other duties
- to include other reasonable duties and tasks which are part of, and incidental to, this type of work