Receptionist/clerical assistant

Job purpose

To provide a professional and welcoming reception service and efficient clerical and administrative support to the office.

Key responsibilities and accountabilities

Reception

1. Answer incoming calls promptly and professionally, transferring them to the appropriate fee earner, assistant or other member of staff.

2. Welcome clients and other visitors, assist with their enquiries and direct them to the appropriate waiting area or meeting room.

3. Date and scan incoming post and other documents into the firm’s case management system, Partner for Windows, before distributing them to the appropriate fee earners.

4. Purchasing the milk and other sundries for the office.

5. Checking fee-earner availability on the computer.

6. Using Partners for Windows as necessary.

7. Liaise with fee earners and assistants to support file archiving, including scanning files into Partner for Windows before authorised destruction.

8. Undertake photocopying and scanning as required, including at the request of fee earners.

9. Complete daily banking tasks, including ensuring that cheques are sent to the Accounts team.

10. Being responsible for the A frame advertising board

11. Keeping marketing material tidy and up to date

12. Keeping the reception desk tidy, organised and well stocked.

13. Carry out routine accounts-related duties, including managing petty cash, banking, taking payments and accurately recording transactions.

14. Contacting Chippenham accounts for clients who want to make a card payment.

15. Keeping records of third party contractors attending the office.

16. Complying with requests made by the Practice & HR Director.

Mail

1. Open post in the presence of a Partner. Date-stamp and scan incoming post into Partner for Windows.

2. Preparing the post to be sent out (weighing and franking)

3. Taking the mail to the post office each day.

4. Take signed-for mail to the Post Office and make local hand deliveries when required.

Deeds/wills

1. Maintain the secure and orderly storage of deeds, wills and files, and retrieve them when properly authorised.

2. Accurately enter and maintain deeds and wills records on the firm’s computer system.

Other Duties

1. Making refreshments for visitors or meetings as requested.

2. Carrying out all other general reception duties.

3. Complete the required weekly and monthly fire safety checks and assist with fire drills and procedures.

4. Ensuring stationery requirement requests are sent to Trowbridge.

5. Keep the reception and downstairs communal areas tidy, organised and free of rubbish so that clients and visitors receive a welcoming and professional first impression.

6. Ensuring that office plants are watered and cared for

7. Liaising with office manager regarding the removal of confidential waste

8. At the end of each day, ensure that lights are switched off in meeting rooms and the back office, A-frame signs are brought inside, and fire doors and windows are closed.