Receptionist / Administrator - York

Our client are an established and leading Law firm, based in York City Centre. They are looking for a Client Services Assistant to join their team on a permanent basis.

The purpose of the role is to provide an effective and efficient telephone and reception service to all callers to and members of the Company.

Duties include:

Telephone

· To respond to enquiries from all callers to the Company’s telephone service.

· To provide accurate information to callers on the departments and activities within the Company.

· To provide information on specific services operated by the Company.

· To distribute calls accurately and efficiently to others within the Company

· To retrieve messages left on the system overnight and forward on

· Arranging appointments for appropriate staff to "swear" documents

Reception

· To attend to clients who have appointments/do not have appointments

· To attend to deliveries left with reception as appropriate

· To ensure fax machine is in good working order

· To manage distribution of incoming faxes, ensuring they reach the correct destination asap.

· To take payments from clients in accordance with the Cash Handling Policy

· To book interview rooms on the IT system as required

· To send and receive emails

· To search for client information on database as and when required

· Advise HR of daily sickness

· Ensure reception area is always tidy and welcoming

· To be responsible for locking the front door at the official closing time and opening in the morning

In addition:

· Archiving

· Ordering train tickets

· Taking swear fees

· Ordering couriers

· Using the paging system

· Witnessing documents

· Updating Fire Head Count List/procedure to follow in case of fire

· Carry out the weekly tests of fire alarm and panic alarm

· Preparation of files for scanning

· Manage the Advice inbox and distribute emails accordingly

· To make appropriate recommendations for service improvement

· To attend training/refresher courses as required by the Department Head

· To attend department meetings as required

· To co-operate and take part in all Company policies and procedures

· To undertake any other appropriate duties as may be required.

N.B This job description will be reviewed annually and amended in consultation with the post holder