Receptionist/clerical assistant

Responsibilities

To provide administrative support.

• Reception (tasks shared with Receptionist)
  • Putting calls through to the relevant person or taking messages as appropriate.
  • Dealing with visitors.
  • Date stamping hand delivered post for distribution.
  • Sorting incoming faxes for distribution and notifying staff when a fax has arrived.
  • Making appointments when secretaries are not available.
  • Forwarding details of voicemail messages to the appropriate recipient.
  • Maintaining reception area, library and interview room - keeping tidy and restocking marketing material when necessary.
• Mail
  • Preparing the post to be sent out either through the Post Office, Courier or the DX system.
  • Taking recorded delivery mail to the Post Office and delivering hand deliveries in the town when required.
• File Storage and Retrieval
  • Preparing files for storage and retrieving stored files.
  • Updating the computer system.
• Deeds
  • Maintaining, storing and retrieving deeds from store.
  • Scheduling, inputting and maintaining the database for the deeds on the computer system.
• Other Duties
  • Making refreshments for visitors or meetings as requested.
  • Shredding confidential documents as and when requested, including recording of destruction.
  • Purchasing items for the office such as milk and weekly papers.
  • Binding documents and plans on request.
  • Keeping photocopier area tidy, filling paper trays, etc.
  • Carrying out all other general reception duties.
  • Covering in Reception for the sickness or holiday leave of the main receptionist - carrying out all duties normally carried out by that person.
  • General filing, photocopying and other duties as required by other members of staff.
  • Administrative tasks as required by Office Manager/ Fee Earners and Partners.
  • Setting up for variety of meetings providing seating or refreshments, flip charts etc. as requested.
  • Fire safety checks.
  • Supporting other departments as and when required.

Qualifications

• Organisational ability.
• Good telephone manner.
• Ability to communicate with all visitors and staff.
• Ability to work as part of a team.
• Attention to detail.
• Excellent presentation.

Schedule and Benefits

Monday, Tuesday and Wednesday 9.00am to 5.00pm - 21 hours.

or Monday 9.00am to 5.00pm, Tuesday and Wednesday 10.00am to 2.00pm - 15 hours.

or Monday 9.00am to 5.00pm, Tuesday and Wednesday 1.00pm to 5.00pm - 15 hours.

You should also be able to work full time to cover holidays.

Holiday entitlement: 28 days in addition to public holidays (pro rata).