Receptionist/Telephonist/Administrative Assistant

Receptionist/Telephonist/Administrator

Department: Administration

Line manager: Practice Manager

Working days: Monday to Friday

Hours: 8.30am - 5.30pm

Status: Employed – full time, 40 hours per week

Salary: Variable depending on age

Holiday entitlement: 20 days per annum plus statutory bank holidays

Gard & Co are committed to providing the relevant training to ensure that all members of staff acquire any specialist skills and knowledge, to meet the required levels of competence.

SKILLS & KNOWLEDGE REQUIRED

• excellent communication skills and good inter-personal skills.
• calm but warm and friendly personality with and aptitude to diffuse tension.
• ability to smile at/with, and to engage with anyone arriving in reception.
• ability to dress professionally and to maintain a tidy appearance.
• mental agility with computer literacy and an ability to discreetly multi-task.
• ability to engage discreetly with people whilst they are waiting in reception.
• ability to process telephone calls on a busy telephone switchboard.
• ability and drive to efficiently undertake one-off administrative tasks at quiet times.
• ability to work flexibly in a small administration team and to cover the firm’s reception and telephone needs during office hours throughout the year.
• a good understanding of the workings of a busy solicitors’ office and the ability to direct clients to the appropriate services that we offer, in the way in which directed.
• ability to take and to engage in constructive criticism.

COMPETENCIES / DUTIES

1. ability to organise in order to make a prompt start and effectively prioritise the days work.

2. ability to work with the line manager and to assist the line manager to achieve his or her required level of organisation and or prioritisation of the days work.

3. as the receptionist you will be required to undertake the following:

a) meet and greet all clients and visitors to the office.

b) deal with enquiry's from visitors to the office as appropriate.

c) accept documents into the office from clients.

d) copy identification documents when time permits.

e) occasionally issue receipts for monies / cheques that are passed into the office when the cashiers are not available.

f) maintain a central record of all visitors to the office.

g) accept into the office deliveries from suppliers as appropriate.

h) issue visitor badges to workmen when they arrive at the office.

i) ensure that the reception area is always clean and tidy.

j) ensure that fresh flowers are placed in reception each week.

k) jointly with the administrative team maintain continuous cover during office hours: 8.30am – 5.30pm.

4. As the telephonist you will be required to undertake the following:

a) answer all incoming calls and direct callers accordingly.

b) review call analyses and minimise missed calls.

c) direct new enquiries to the appropriate solicitors / legal assistant.

d) identify reasons for new clients contracting us and record accordingly.

e) maintain a central record of all calls received into the office.

f) take a brief message when neither the fee earner nor the legal assistant are available.

g) update recorded messages as required.

h) jointly with the administrative team maintain continuous cover during office hours: 8.30am – 5.30pm.

i) to attend departmental meetings as and when required to discuss issues concerning the reception/switchboard.

5. ability to liaise with clients and third parties such as other firms of solicitors and agents both in person and on the telephone.

6. ability to use the fax machine and e-mail facility, as required.

7. ability to act as a witness on the signature of documents, as required.

8. ability to use initiative to conduct routine procedures for the line manager on a supervised basis when required.

9. ability to play a full part in the development of

(a) new procedures for improvement in efficiency and the department and office generally.

(b) new precedent documents.

10. ability to share new ideas and important information with colleagues and particularly with room shares, where confidentiality permits.

11. ability to accurately follow instructions / advice from the line manager.

12. ability to read, understand and follow the procedures as set down in the latest revisions of the Firm’s Handbook, as varied from time to time.

13. awareness of Health & Safety procedures (including fire drills).

14. to assist the assistant practice manager with other administrative tasks as required from time to time. Depending upon reception cover this may include:

a) sorting the morning post for signature by the partners.

b) inputting data into various computer systems.

c) photocopying or scanning documents and post.

d) dealing with unknown post queries.

e) opening and closing matters on the computer system.

f) providing cover for the postroom administrative assistant during periods of holiday or sickness.

g) liaising with outside agencies ie: stationers, printers, cleaning company and other suppliers and workmen as required.

Job Types: Full-time, Permanent

Salary: £15,579.00-£21,673.00 per year

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Plymouth, PL4 0BY: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Expected start date: 08/05/2023