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Reception Administrator

2 weeks ago

Bury St, Suffolk, United Kingdom Churchgates Ltd Full time

Churchgates is a unique and powerful combination of Accountants, Tax Advisors, Solicitors, Financial Planners and Investment Managers under one roof. We believe that all people should be treated with respect and our culture is to maintain a friendly, professional environment where traditional values still count.

We are currently looking to recruit a Reception Administrator in our busy office in Bury St Edmunds.

Our Reception is the hub of the Office and is the first impression that our clients will have of our firm. Our reception team provides support to all departments within the firm and needs to be able to deal with a large variety of tasks, so being organised and able to manage your time effectively is essential. Our Reception Administrators are very important members of the Churchgates team.

The role
  • Responsible for the Reception area, opening the office in the morning, securing it in the evening and making sure it is set up to reflect the quality service Churchgates provides.
  • Professionally deal with visitors to the office, arranging teas and coffees, and ensuring that non-clients are signed in and follow our safety procedures.
  • Deal with all incoming telephone calls and coordinate the teams telephony system.
  • Deal with all incoming and outgoing post. Arrange for all incoming post to be listed, scanned, digitally filed and distributed. Frank all outgoing post, dealing with recorded/special delivery/courier requirements as necessary.
  • Bank cheques and BACs receipts as required, following the relevant procedures.
  • Take client payments via Barclaycard in person and via the telephone.
  • Arrange the purchase of supplies of tea, coffee, biscuits / stationery / flowers.
  • Respond to requests from client facing staff to book meetings, lunches, car parking spaces, etc.
  • Respond to maintenance and facility requests and feeding back to senior team members, liaising with contractors as required.
  • Ensure that rooms are cleared and stocked with pens, paper, mugs, biscuits, etc ready for meetings.
  • Ensure Reception administrative tasks are dealt with within required timeframes, using apps within the Microsoft suite – Word, Excel, Forms, Sharepoint, Lists, Planner.
  • Assist with Health and Safety compliance; coordinating fire regulation procedures, including testing fire alarms on a weekly basis, ensuring sufficient fire wardens and first aiders across the building.
  • Undertake client onboarding and farewell procedures, including completing Anti Money Laundering checks, sending out engagement letters, ensuring client records complete.
  • Assist with the Induction of new members of staff, including training on general office procedures.
  • Setting up desks for new starters; clear and clean desks and equip with stationery.
  • Support the IT Manager with tasks such as ensuring tickets are dealt with by our external IT company, collation of IT equipment, assistance setting up work stations, etc.
  • Providing cover for the other members of the Administration team, which could include copy and audio typing, filing, archiving, etc.
  • Providing general administration support to other departments, such as typing, filing, archiving, coordinating DSE forms, ensuring up to date signage around the building.
  • Assistance with database management.
About you

This position would suit someone that:

  • Likes dealing with people, and does so in a friendly and professional manner:
  • Presents themselves smartly to reflect the nature of our business.
  • Enjoys having a variety of work in a busy office environment.

You will:

  • Be very organised and have the ability to manage your time effectively.
  • Be flexible and able to juggle a variety of tasks.
  • Ideally have relevant experience of working on a busy Reception and as an administrator.
  • Have excellent computer skills, particularly using Microsoft Office Word, Excel and Outlook.
  • Ideally have used the broader range of MS365 applications, such as planner, lists, forms, sharepoint – if not, full training will be provided.
  • Enjoy learning new skills.
You will receive
  • A competitive salary
  • Minimum 22 days holiday, plus bank holidays
  • Birthday Leave
  • Holiday purchase scheme
  • Matching employer pension contributions up to 6% of salary
  • Salary sacrifice available for pension contributions
  • Income Protection if you are off work due to long term illness or injury equal to 50% of salary until State pension age
  • Death in service benefit (4x basic salary)
  • Private Health Insurance – Individual cover available
  • Employee Assistance programme
  • Length of service recognition
  • Social events paid for or subsidised by the firm
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