Receptionist/clerical assistant

Hours

Monday to Friday 1.00pm - 5pm (20 hours)

Must be able to provide full time cover during receptionists holiday.

Job purpose

To provide reception cover and administrative support.

Key responsibilities and accountabilities

Reception – tasks shared with Receptionist

1. Putting calls through to relevant person or taking messages as appropriate.

2. Dealing with visitors.

3. Date stamping hand delivered post for distribution.

4. Sorting incoming faxes for distribution and notifying staff when a fax has arrived.

5. Making appointments when secretaries are not available.

6. Forward details of voicemail messages to the appropriate recipient.

7. Maintain reception area, library and interview room. Keep tidy including restocking of marketing material when necessary.

Mail

1. Preparing the post to be sent out.

2. Taking Recorded Delivery mail to the Post Office and delivering hand deliveries in the town when required.

File Storage and Retrieval

1. Preparing files for storage and retrieving stored files and updating the computer system.

Deeds

1. Maintaining, storing and retrieving deeds from store.

2. Scheduling, inputting and maintaining the database for the deeds on the computer system.

Other Duties

1. Making refreshments for visitors or meetings as requested.

2. Shredding of confidential documents as and when requested including recording of destruction.

3. Purchasing items for the office such as milk and weekly papers.

4. Bind documents and plans on request.

5. Keeping photocopier area tidy, fill paper trays etc.

6. Carrying out all other general reception duties.

7. When covering in Reception for the sickness or holiday leave of the main receptionist, carrying out all the duties normally carried out by that person.

8. Produce rota for reception cover when required.

9. General filing, photocopying, scanning and other duties as required by other members of staff.

10. Administrative tasks as required by Office Manager/Fee Earners and Partners.

11. Setting up for variety of meetings providing seating or refreshments, flip charts etc as requested.

12. Fire safety checks

13. Supporting other departments as and when required.

Skills