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0117 325 2929

Reception support assistant

This unique role requires you to assist the Facilities Manager by providing reception cover to all six of our Bristol-based offices as and when needed. In addition, your role will also include archiving client files, based mainly in our Kingwood training suite.

Following training, you will ensure that standard practices are carried out in all offices and provide training to new employees as and when required.

This role requires travel between offices and initially, you will cover our Kingswood office on Mondays and Tuesdays, with the other three days of the week flexible to cover where required.

Key responsibilities +

Provide reception cover to all six offices as and when required. Ensure set reception standards/practices are carried out including:

  • Greet all visitors, staff and contractors immediately on entry to the premises
  • Inform the relevant staff member of visitor’s arrival
  • Ensuring all visitors sign in/out of the visitor’s book
  • Ensuring that the reception and waiting areas are clean, tidy and presentable at all times
  • Ensure drinks station is stocked and ready for use
  • Request and copy ID from any new clients and scan onto the system
  • Provide telephone cover when on reception or during busy periods
  • Ensuring all telephone calls are to be answered within three rings
  • Ensuring calls are transferred to the relevant staff member, fee earner or secretary
  • Taking short messages and emailing the person (and/or) secretary immediately
  • Assisting the Facilities Assistant with providing reception cover at short notice when the need arises due to holiday or sickness
  • Knowledge of and adherence to the reception service standards at all times

Provide support at our warehouse, including:

  • Filing
  • Retrieval of files, deeds and Wills
  • Checking files, deeds and Wills in and out of our system
  • Delivering files via DX and to our Kingswood office
  • Keeping the retrieval and destruction lists to a minimum
  • Checking boxes in and out of our system, and consolidating stored boxes
  • Keeping the warehouse safe, clean and tidy
  • Keeping the training room clean and tidy, and organising the calendar for any training requirements
  • Provide support if needed for closing and archiving files

Person specification +

Knowledge + experience

Essential

  • Experience of working in a busy reception environment
  • Presentable and have a professional approach as first point of contact for clients
  • Excellent telephone manner
  • Experience of regular customer contact by phone and in person

Desirable

  • Experience of working in a law firm
  • Audio typing

Qualifications

Essential

  • Computer literate, with experience of Microsoft Office, which must include Word and Outlook

Desirable

  • Administration NVQ level 2 or 3

Skills + competencies

Team orientation

Essential

  • Enjoys working as part of a team helps and supports others
  • Ability to motivate oneself

Communication

Essential

  • Must be accurate with message taking
  • Ability to convey information accurately and make self understood
  • Can communicate effectively with people at all levels, over the phone and face to face

Customer focus

Essential

  • Listens carefully to customer’s situation and needs, asks relevant questions and records correctly
  • Shows concern for meeting customers stated needs, presents a positive image in personal communication situations, i.e. telephone

Results orientation

Essential

  • Ability to work calmly and maintain a disciplined approach

Problem solving

Essential

  • Focuses on detail, needs to be methodical, organised and systematic
  • Ability to use own initiative in making sound decisions

Location and salary +

  • You will be based at our Kingswood office but will be required to travel
  • Office hours are Monday to Friday, 9am to 5:15pm (including 1hr unpaid lunch break), however, flexible working may be considered

      Closing date +

      • Closing date: Monday 22nd July 2019

      Apply +

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