Administration Assistant

Permanent role Southam Full time (phone number removed) per annum 35 hours Monday- Friday 09.00-17.00 We are currently supporting our Southam-based client to recruit for the permanent position of Administration Assistant. Job Purpose: * To provide a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person, whatever the circumstances * To provide administrative support to Conveyancing and Private Client departments * To work in accordance with the Firm\’s Manual and to act always in an appropriate way as an employee of a professional practice Key Responsibilities: Reception: * Being the first point of contact for all visitors to the office, responding to enquiries where possible and signposting/taking details for relevant departments * Answering telephone promptly in a clear and confident manner and forwarding the caller to the appropriate person or voicemail as per telephone procedure * Taking brief messages in respect of calls which cannot be dealt with at the time, making sure to pass on all messages taken * Logging in all visitors to Reception and all general enquiries, new business walk-ins and phone enquiries into computerised system * Receiving all scheduled visitors into Reception and notifying relevant member of staff immediately on their arrival * Ensuring that all deliveries to Reception are notified to appropriate person as soon as possible * Verifying of Anti Money laundering (AML) documents correctly before scanning * Scanning and sorting of post for all departments, if requested to do so * Check all monies brought into Reception and issue a receipt. Notify Fee Earners, Secretaries, Accounts staff or Credit Control staff immediately for collection. Money to be recorded and signed for on collection * Taking bookings for meeting rooms * Always keeping reception area tidy * Emailing all staff as to any unknown post as per unallocated post procedure * Ensuring all incoming new enquiries via phone, email or in person are entered on to the Prospect register in Tikit * Preparation of outgoing post and taking to the relevant place for posting Administration support: * Undertaking typing and secretarial work for fee earners as and when required * Making appointments for clients * Preparing files for closing and archiving as and when required * Providing general administrative assistance to fee-earning departments * Maintain and protect client confidentiality at all times internally and externally Knowledge and Experience: * Previous experience of working in a customer facing role, with demonstrable customer service skills * Excellent keyboard skills with a good knowledge of Microsoft Outlook and Word. Case management system experience would be advantageous * Uses initiative when dealing with clients or potential clients * Knowledge of telephone systems and the ability to use telephone system skilfully * Efficiency to deal with awkward situations and difficult clients in a professional manner * A friendly manner together with patience and a clear speaking voice * Ability to be a team player and flexible outlook * Ability to remain discreet and always maintain client confidentiality at all times