RECEPTIONIST, ACCOUNTS & COMPLIANCE ADMINISTRATIVE ASSISTANT

About The Role

We are seeking a professional, organised and proactive Receptionist, Accounts & Compliance Administrative Assistant to join our team.

This is a varied and responsible role that combines front-of-house reception duties, office administration, accounts support, client onboarding and compliance administration.

The successful candidate will play a key role in ensuring the smooth day-to-day operation of the practice and maintaining high standards of client service.

As the first point of contact for clients and visitors, you will represent the firm in a professional and welcoming manner while providing administrative support across all areas of the business.

Key Responsibilities

• Reception And Client Care
• Act as the first point of contact for clients, visitors and telephone enquiries.
• Answer, screen and direct calls appropriately.
• Welcome clients and visitors to the office.
• Manage meeting room bookings and refreshments.
• Handle incoming and outgoing post, courier deliveries and emails.
• Maintain reception, meeting rooms and client areas to a professional standard.
• Manage appointment scheduling and diary bookings.
• General Administration
• Provide administrative support to solicitors and support staff.
• Prepare and format correspondence, reports and legal documents.
• Maintain electronic and paper filing systems.
• Scan, photocopy and archive documents.
• Order office supplies and liaise with service providers.
• Assist with file opening and file closing procedures.
• Support the implementation of office policies and procedures.
• Accounts And Legal Cashiering Support
• Assist with processing office and client account transactions.
• Raise invoices and issue client statements.
• Record incoming payments and receipts.
• Assist with banking procedures and reconciliations.
• Support credit control and debt recovery administration.
• Maintain accurate accounting records and supporting documentation.
• Assist with monthly financial reporting.
• Liaise with external accountants and bookkeepers as required.
• Ensure all financial records are maintained in accordance with SRA Accounts Rules and internal procedures.
• Client Onboarding And Compliance
• Assist with client onboarding procedures.
• Conduct identity verification checks and collect due diligence documentation.
• Carry out Anti-Money Laundering (AML) and Know Your Client (KYC) checks using the firm’s systems.
• Maintain client due diligence records.
• Assist with source of funds and source of wealth enquiries where required.
• Support compliance monitoring and record keeping.
• Maintain registers relating to compliance and risk management.
• Assist with data protection and GDPR administration.
• Support the firm’s Compliance Officer for Legal Practice (COLP) and Compliance Officer for Finance and Administration (COFA) with administrative tasks.
• Monitor and update compliance records and training logs.
• Office Management Support
• Assist with facilities management and office maintenance issues.
• Liaise with suppliers, contractors and IT support providers.
• Coordinate staff training records and administrative requirements.
• Support business continuity and risk management processes.
• Assist with organising staff meetings and firm events.

Person Specification

Essential Requirements

• Previous experience in a receptionist, administrative, accounts or office support role is preferable but full training will be required, without prior experience should still apply if a dedicated team player with an appetite to learn.
• Excellent customer service and communication skills.
• Strong organisational and time management abilities
• High level of accuracy and attention to detail.
• Good numeracy skills and confidence handling financial information.
• Proficiency in Microsoft Office, including Outlook, Word and Excel.
• Ability to work independently and manage competing priorities.
• Professional and confidential approach to sensitive information.

Desirable Requirements

• Experience working within a law firm or professional services environment.
• Knowledge of legal accounts procedures.
• Familiarity with SRA Accounts Rules.
• Experience of AML and client due diligence processes.
• Experience using legal case management systems.
• Personal Qualities
• Friendly and professional manner.
• Strong interpersonal skills.
• Positive and flexible attitude.
• Reliable and trustworthy.
• Ability to work effectively within a small team.
• Strong sense of responsibility and accountability.
• Commitment to delivering excellent client service.
• Ability to maintain confidentiality and discretion at all times.
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