Client Reception Administrator (1pm – 5pm) in Banbury

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.

• 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.
• Take 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.
• Log all visitors to Reception, both planned and general walk-ins.
• Notify the relevant person of clients’ arrival to the office, for planned appointments.
• Ensure that all deliveries to Reception are notified to appropriate person as soon as possible.
• Verifying of 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.
• Take bookings for meeting rooms at both this office and other offices as required.
• Maintain daily appointments list from electronic diaries.
• Always keep reception tidy and ensure 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.
• Attendance at team meetings at other offices on a quarterly basis, and all staff events on a bi-annual basis.
• 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