Receptionist Admin Department

Online Application Form

Receptionist – Job Description

Job Application Form

We have a fantastic opportunity for a receptionist to join our team, providing excellent client care across all of our offices.

The successful candidate will be passionate about projecting a friendly, professional and welcoming first impression for all visitors to the office in line with the firm’s ‘Committed to Excellence’ promise, as well as being highly organised and people focused with a strong use of initiative. Flexibility and adaptability are also key, as the successful candidate will be providing cover to all of our reception areas to ensure a consistent reception experience. In addition to greeting guests duties include telephone answering, managing meeting rooms, archiving, and administrative support.

Please see job description for more information.

Full time and part time applications will be considered.

The successful candidate will be able to demonstrate the following skills:-

  • Customer service focus
  • Professional personal presentation
  • Information management
  • Organised
  • Attention to detail
  • Reliability
  • Self-motivation
  • Ability to work unsupervised
  • Verbal and written communication
  • Time Keeping

 

Key Accountabilities

Greeting visitors

  • To greet visitors efficiently, and in a positive, professional and friendly manner
  • To project a positive and professional image to visitors to the office, including personal presentation
  • To make visitors feel welcome

Handing inbound telephone calls

  • To ensure that calls are answered promptly (preferably within three rings) and professionally
  • To answer inbound telephone calls and promptly direct them to the appropriate member of staff
  • To co-ordinate a high volume of calls during peak periods, prioritising work and situations

Information management

  • To take messages where necessary and direct these to an appropriate member of staff in a timely manner
  • To pass on messages to visitors and callers where asked to do so
  • To provide accurate information to visitors and callers when assisting with queries
  • To ensure that sensitive information is not read or overheard by visitors to the office

Staff awareness

  • To maintain good working relationships with colleagues
  • To ensure knowledge of staff movements in and out of the office
  • To maintain staff sign in system
  • To use departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations
  • To monitor visitor access and maintain security awareness, following appropriate policies and procedures
  • To ensure that the reception area and entrance is safe and clean and to eliminate potential slip and trip hazards
  • To monitor and maintain reception area equipment
  • To report any potential safety hazards within the reception and entrance area to line manager

Administration

  • To provide general administrative support to colleagues where needed
  • To prepare correspondence and documents where appropriate
  • To manage the daily collection and delivery of post and DX
  • To receive and store stationery and janitorial deliveries
  • To schedule appointments on behalf of fee earners and management if needed
  • To alert individual personnel of any deliveries received on their behalf

Meeting room management

  • To maintain the electronic meeting room diaries
  • To ensure that meeting rooms are tidy and safe prior to meetings
  • To clear meeting rooms after meetings

Reception area management

  • To ensure that the reception area is manned at all times, arranging cover when needed
  • To ensure that the reception environment is welcoming and professional at all times
  • To ensure that the entrance to the building is presentable and professional
  • To maintain leaflet displays and re-stock where appropriate

Benefits Include

  • Pension Scheme
  • Staff Incentive
  • Nursery Vouchers
  • Health Cash Plan

Applications will only be considered if submitted on our application form which can be found on the careers page of our website.  Closing date for applications is 12pm Wednesday 4th August.  Applications should be sent to Marsha Pearson, Manager at careers@poolealcock.co.uk

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