Client Reception Administrator in Banbury

We are looking for a part-time Client Reception Administrator to join our team at Banbury. We have two part-time positions available:

• 9am to 1pm Monday to Friday
• 1pm to 5pm Monday to Friday

Your responsibilities will include providing a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person, whatever the circumstances. You will also provide administration support to fee earners as required.

To apply, please provide a covering letter and CV, highlighting relevant skills and experience. Please email your application to Emma Orford, Head of HR, at emma.orford@alsterskelley.com.

If you apply direct (not through an agency) and successfully complete your probation period we will give you a one-time bonus payment of £250 (gross pay).

Responsibilities include:

• Being the first point of contact for all visitors to our Banbury office, providing them with information where possible and signposting as needed.
• Answering the 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 to the relevant person/team.
• Logging all visitors to Reception, both planned and general walk-ins.
• Notifying the relevant person of clients’ arrival to the office, for planned appointments.
• Ensuring that all deliveries to Reception are notified to the appropriate person as soon as possible.
• Verifying Anti Money Laundering (AML) documents for Conveyancing correctly before scanning.
• Scanning and sorting of post for all departments, in line with our Post Policy and Procedure.
• Preparing files for closing and archiving as and when required.
• Electronic archiving of matters once ready to close.
• Dealing with online enquiries, referring to the relevant department or requesting more information as needed.
• Using the Prospects Register to log all new enquiries.
• Providing administrative support for fee earners as required, including typing documents from dictation, photocopying and scanning.
• Taking bookings for meeting rooms at both this office and other offices as required.
• Maintaining daily appointments list from electronic diaries.
• Always keeping reception tidy and ensuring presence in reception.
• Preparation of post ready for delivering to the relevant post box.
• Maintaining and purchasing stamps and stationery as required.
• Liaising with Head of HR to provide holiday/sickness absence cover at office where based and being flexible to provide cover at other offices, where possible.

Requirements:

• Previous experience of working in a similar customer-facing role.
• Knowledge of telephone systems and the ability to use telephone system skilfully.
• Keyboard skills with a good knowledge of Outlook and Word. Some experience of using Excel would be advantageous, and familiarity with using a case management system or similar database would be beneficial.
• Good organisational skills.
• A friendly, welcoming manner, with the ability to treat clients with patience and empathy as required.
• Ability to be a team player and flexible outlook.
• Ability to remain discreet and always maintain client confidentiality.