Vacancy No. EA13
Overview of the Vacancy
We are looking to recruit a Receptionist/Office Assistant to assist in the smooth running of our Epsom office by providing a professional, welcoming, pleasant, accurate and high quality reception service to clients, suppliers and visitors to the office together with a range of support services within the general office function.
The working hours are from 9.00am to 5.30pm Monday to Thursday and from 9.00am to 5.00pm on Friday, including one hour lunch break.
Job Description
Receptionist Duties:
- Dresses in accordance with the Receptionist Dress Code (a clothing allowance will be paid).
- Welcomes clients calling for appointments, inviting the clients to wait in the waiting room and sign the Visitors Book in accordance with the Firm’s procedures.
- Makes and receives telephone calls, answering any queries helpfully and referring callers to other offices of the Firm if required.
- Puts calls through to Fee earner’s secretaries if they are unavailable but holds calls briefly if they cannot be taken immediately.
- Accurately transcribes any messages from the answerphone each morning and delivers the messages accurately to the intended recipient as quickly as possible either by phone or email.
- Takes accurate messages over the telephone and delivers them as quickly as possible either by phone or email.
- Takes certified copies of passports and utility bills from clients calling with identification for Money Laundering Regulation purposes.
- Types attendance notes.
- Keeps the reception area and waiting room tidy and free from litter at all times.
- Provides refreshments when asked to do so.
- Actively promotes the Firm by delivering good customer care standards.
- Offers a co-operative and team oriented attitude to asking for work when not busy.
Office Assistant
- Runs the post desk and delivers the post.
- Deals with incoming and outgoing mail and faxes quickly and efficiently.
- Receives the post, deliveries, payments from clients and miscellaneous items.
- Distributes these items in a timely and appropriate manner.
- Photocopying (often in large volumes for court bundles and under the pressure of deadlines) and distributes appropriately and in a timely manner.
- Banking, including liaison with cashiers, cheque printing and delivery of credits to the bank.
- Processes client invoices.
- Collation of supplier invoices.
- Manages stationery stock.
- Runs errands in the town centre.
- Undertakes general administration duties.
- May be asked to undertake some basic IT work, possibly some typing.
- Provides refreshments when asked to do so.
- Archiving of files and deeds.
- Maintaining and monitoring file archiving databases and undertaking associated administration duties, including arranging for files to be collected or retrieved from storage as required
- Offers a “can do” and positive attitude to asking for work.
- Undertakes some physical lifting.
This job description is non exhaustive and the Firm reserves the right to vary the duties and responsibilities of the post holder at any time according to the needs of the Firm’s business.
Essential Qualifications
N/A
Essential personal qualities and attributes
- Courteous and efficient telephone manner; bright, alert, interested, helpful, including being prepared to use a script.
- Professional appearance, including tidy hair, appropriate makeup (where worn) and attired as agreed as appropriate by the Firm, including being prepared to wear a uniform
- Patient and diplomatic manner
- Flexible, co-operative and a supportive team player
- Bright and enthusiastic
- Self motivated and able to work without close supervision
- Demonstrates appropriate commercial awareness
- Is comfortable working in a busy environment and working under pressure
- Is willing to learn and try new ways of working
Essential skills, knowledge and abilities
- Proven experience of dealing with clients either face to face or over the telephone
- Able to provide a welcoming environment
- Skilled in customer care and communication
- Is attentive when being spoken to, asks questions and seeks clarification where necessary
- Demonstrable experience of having dealt with difficult situations and customers
- Able to convey straightforward information clearly and accurately in writing and orally
- Able to make sound judgements which show an understanding of the boundaries of the post
- Computer literate
- Self motivated
- Able to work in a discreet and sensitive manner
Desirable skills, knowledge and abilities
- Previous switchboard experience
If you are interested, please send your CV and covering letter to jobs@twmsolicitors.com
No Agencies Please
TWM Solicitors (www.twmsolicitors.com) is an Equal Opportunities Employer.
