Junior Receptionist

Responsible to: Head of Finance & Operations

**Responsibility**

1. Switchboard operation

2. Reception area

3. Conferences and Seminars in Chambers

4. General Duties

**B.** **Over-arching Principles**

B.1 You will report to the Head of Finance and Operations day to day.

B.2 You are responsible for providing a first class professional and business-like receptionist service to:
(a) clients and potential clients of Chambers; and

(b) each member of Chambers.

B.3 You will promote the interests of Chambers and of each of its individual members in all dealings with clients of Chambers or other external parties, and you will always be looking for opportunities to assist in doing so.

B.4 You will work with all other members of Chambers and staff and treat them fairly and without discrimination.

B.5 You will be expected to ensure that such goals and targets as may be set (in consultation with you) for you from time to time are achieved, and to contribute to the general goals and targets which Chambers may adopt.

B.6 You will be expected to comply with all relevant Chambers policies and procedures in force from time to time, including those relating to Equal Opportunities, Fair Access to Work and Client Care.

**Specific Responsibilities**

**Switchboard**

On behalf of all members of Chambers and staff, you will:
1.1 Always project a professional, friendly and efficient view of Chambers in carrying out all your duties, particularly in relation to handling telephone calls.

1.2 You will be expected to be familiar with Chambers’ telephone and IT platforms necessary to carry out your responsibilities as a senior receptionist in an efficient manner.

1.3 You should supervise the other receptionist(s) to ensure that the standards set out below are observed, to monitor and administer annual leave arrangements and to arrange cover during periods of annual leave, or sick absences.

1.4 You should handle all callers, internal and external, promptly and ascertain all necessary information needed by the recipient before passing callers through to their destination. Where it is necessary to take messages, these should be detailed, giving names, organisation, dates, times and a return contact number in addition to any message.

1.5 If you are unable to receive calls (e.g., due to a lunch break) or fulfil any other of your duties, (e.g., due to a sick absence) you must arrange for a colleague to cover you and inform the Head of Finance & Operations of what you have done to provide satisfactory cover.

1.6 You will be expected to be familiar with the broad areas of the business of chambers and to know its members and their whereabouts, together with any specific requests in how to handle calls.

**Reception**

2.1 You must maintain a tidy and orderly reception area. In addition, you must act in an appropriate manner consistent with the over-arching principles above when clients are in the reception area.

2.2 You should welcome all visitors to Chambers, ensuring they are comfortable and seated, and offered refreshments, if they are to be kept waiting.

2.3 In the event of a client complaint, you will inform the Chambers Director immediately so that the matter can be dealt with in accordance with Chambers’ complaints procedures from time to time in force.

2.4 You will comply with chambers’ Care procedures for the time being in force and will all instructions in relation to client, care given by the senior staff insofar as they pertain to the receptionist areas of responsibility.

**Conferences and Seminars in Chambers**

3.1 With support from the Housekeeper, you will be expected to oversee the day-to-day management of the Seminar Room and Conference Rooms in accordance with any policies and procedures in force from time to time, including the following:
3.1.1 Confirming the details and attendees, such details to be passed to the member concerned.

3.1.2 Managing bookings of the rooms as appropriate to demand.

3.1.3 Arranging for Housekeeping, or in the Housekeepers absence (or otherwise unavailability) to prepare the rooms in advance of, and clearing and resetting the rooms after, any conference or seminar.

3.1.4 Overseeing the Housekeepers’ ordering and maintaining of supplies of general refreshments and keeping the kitchen areas stocked and tidy.

3.1.5 Ordering and serving refreshments for conferences, including where requested light lunches.

**General Duties**

4.1 You will ensure that the collective duties and responsibilities of the receptionist(s) are being carried out properly and efficiently.

4.2 You will comply with all relevant plans and procedures which are in place from time to time in relation to good practice management and the operation of chambers, including:
4.2.1 The opening hours, staffing and operation of Chambers.

4.2.2 Maintaining confidentiality on all matters relating to the business of chambers and its members.

4.3 You will comply with all requirements and recommendations of the