Your responsibilities will include providing a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person, whatever the circumstances.
- Being the first point of contact for all visitors to our Banbury office, providing them with information where possible and signposting as needed.
- Answering the telephone promptly in a clear and confident manner and forwarding the caller to the appropriate person or voicemail as per telephone procedure.
- Take brief messages in respect of calls which cannot be dealt with at the time, making sure to pass on all messages taken to the relevant person/team.
- Log all visitors to Reception, both planned and general walk-ins.
- Notify the relevant person of clients’ arrival to the office, for planned appointments.
- Ensure that all deliveries to Reception are notified to appropriate person as soon as possible.
- Verifying of Anti Money laundering (AML) documents for Conveyancing correctly before scanning.
- Scanning and sorting of post for all departments, in line with our Post Policy and Procedure.
- Preparing files for closing and archiving as and when required.
- Electronic archiving of matters once ready to close.
- Dealing with online enquiries, referring to the relevant department or requesting more information as needed. Using the Prospects Register to log all new enquiries.
- Providing administrative support for fee earners as required, including typing documents from dictation, photocopying and scanning.
- Take bookings for meeting rooms at both this office and other offices as required.
- Maintain daily appointments list from electronic diaries.
- Always keep reception tidy and ensure presence in reception.
- Preparation of post ready for delivering to the relevant post box.
- Maintaining and purchasing stamps and stationery as required.
- Liaising with Head of HR to provide holiday/sickness absence cover at office where based.
- Attendance at team meetings at other offices on a quarterly basis, and all staff events on a bi-annual basis.
- Previous experience of working in a similar customer facing role
- Knowledge of telephone systems and the ability to use telephone system skilfully
- Keyboard skills with a good knowledge of Outlook and Word. Some experience of using Excel would be advantageous, and familiarity with using a case management system or similar database would be beneficial
- Good organisational skills
- A friendly, welcoming manner, with the ability to treat clients with patience and empathy as required
- Ability to be a team player and flexible outlook
- Ability to remain discreet and always maintain client confidentiality
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