Receptionist/administration

**Role Summary**

To be responsible for the presentation and running of the firm’s main reception area. Providing the first point of contact for visitors and clients, both face to face and over the phone and proactively supporting the office by performing a variety of administration tasks, in line with the firm’s gold standard client service standards.

**Key Responsibilities**

**Reception Duties**

To be the first point of contact for all telephone calls to our main reception, directing them to the correct person or taking messages, passing them on or dealing with the enquiry in their absence as appropriate.

To meet and greet all visitors to the office and ensure they are attended to as quickly as possible. Deal with general enquiries as required.

To ensure that the reception area is kept tidy and prepare all meeting rooms for visitors for the day, ensuring that all client appointments have a meeting room booked each day.

To offer refreshments as required.

To take payments from clients, including card transactions, and record on the firms accounting system and case management system Run an end of day report.

To monitor the staff signing in and out board and ensure the list is up to date at all times.

To purchase supplies as required.

**Administration Duties**

To check the central diary for key dates on a daily basis and ensure that they are picked up in a fee earners absence.

To close files on the firms case management system and maintain the archive file database. Liaising with fee earners regarding any issues that arise on closing. Issue matter lists to fee earners each month to assist with identification of files for closing.

To book and co-ordinate staff training courses as and when required.

To co-ordinate information for branded stationary, brochures, branded merchandise such as pens/pencils and liaising with the suppliers on costs/proofs and ordering.

To maintain a paper and electronic health and safety file for each office ensuring the latest documentation is on each file.

To ensure that all fire checks are completed at intervals required for compliance.

To ensure that first aid training is up to date and make bookings for courses as required.

To assist with ordering the office Stationery.

To assist with ringing suppliers for ad hoc maintenance as directed by the Head of Operations.

To update legal periodicals.

To update the Client Satisfaction spreadsheet and testimonials ensuring they go on the Website monthly.

To assist with typing and other general office tasks/administration as required.

**Other Duties**

To be up to date on office procedures and compliance regulations and reporting requirements.

To perform other similar duties as required.

**Reporting Lines**

This role reports to: The Head of Operations.

**You must attach your current CV and a covering letter explaining why you wish to be considered for this role with us. Please also indicate your salary expectations.**

**Key Skills/Qualifications**:
**Essential**
- Excellent Customer Service skills
- Excellent Organisational and time management skills
- Professional telephone skills
- Experience of working in a customer care environment e.g. reception
- Accuracy and good attention to detail
- Confidence in using IT systems including Microsoft Word, Excel and Outlook
- Ability to stay calm and tactful under pressure
- Confidential and sympathetic to clients’ needs
- A bright and positive attitude
- Team Player
- Well presented at all times
- GCSE English and Maths at grade C (or equivalent)

**Agreed behaviours**:these reflect outline behaviours agreed as a team

1 Positivity and being open to embracing change.

2 Teamwork, collaboration and support (between departments and businesses).

3 Managing ourselves whilst being mindful of the effect we can have on others.

4 Gold Standard - be the best you can possibly be, do the best you can possibly do.

5 Respect for each other and for anyone coming into contact with Milne Moser.

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

**Benefits**:

- Additional leave
- Company events
- Employee discount
- Health & wellbeing programme

Schedule:

- Day shift
- Monday to Friday
- No weekends

Application question(s):

- Are you able to reliably commute and cover travel costs to Kendal?

Work Location: In person

Application deadline: 07/03/2025
Reference ID: MB/DB February 2025