Administrative Assistant / Receptionist

We are seeking an Administrative Assistant/Receptionist to be part of the Administrative team based at our Company’s City office (Fenchurch St). As the first point of contact for the company, the Administrative Assistant/Receptionist plays a crucial role in providing excellent customer service and administrative support to our Fee Earners, Support Teams and Management Board. The successful applicant will also be required to have patience and understanding for clients who may have a language barrier. This role is a full-time office based role (Monday to Friday).

Main Responsibilities of the Role:

• Ensure that all clients and visitors at reception and telephone callers to the office are greeted professionally and politely.
• Answer incoming phone calls or emails from clients, staff and other third parties. Divert them as appropriate, or refer enquiries to the relevant staff member, and/or take and pass on messages.
• Organise, and maintain the reception area and office meeting rooms to ensure it is tidy and presentable.
• Work as part of an Administrative/Post Team that is responsible for the day to day handling of the Company’s incoming post, outgoing post and central retention of its Original Documents in accordance with Company Paperless Policy & Procedures.
• Undertake daily tasks such as collection of incoming post/DX, post opening, sorting, scanning, photocopying, filing of documents, digital data processing and arranging the internal couriering of documents across the Company’s London offices.
• Assist with the preparation of outgoing mail/DX for dispatch and franking of mail, to include completing the necessary documentation, and ensuring that they are ready for collection at the designated time and location.
• Maintain and issue paper, toner and office kitchen supplies/stock to the appropriate departments/locations on a daily or weekly basis and keep accurate stock records to ensure timely orders are made.
• Provide administrative assistance to Company fee earners in relation to administrative tasks, incoming/outgoing post and retention/retrieval of Original Documents being held on their behalf.
• Actively participate in training and development opportunities to deliver an effective service.
• Administratively assist with the set‑up and pack‑down of meeting rooms for training/induction sessions and conference meetings.
• Provide administrative support for the Company’s monthly 2‑day induction programme for new joiners; including ordering and displaying refreshments and lunch.
• Be able to work an early shift at least twice a month (08:30‑16:30) to assist with induction set‑up where required.
• Maintain a high standard of security in respect of client data and confidentiality.
• Provide effective cover and undertake all administrative assistant duties when required.
• Ensure reasonable care is taken at all times for the health, safety and welfare of yourself and others.
• Adhere to all security protocols within the authority’s buildings and grounds.
• Assist with any other administrative duties as reasonably required by Supervisor and/or Management Board.

Key Skills Required:

• Previous experience in a front‑of‑house, reception or admin support role would be highly preferred.
• Excellent communication skills, both written and verbal.
• Excellent organisation (able to multi‑task) and interpersonal skills with the ability to communicate with people at all levels.
• Ability to work discreetly and have a positive, can‑do attitude.
• Ability to work well in a fast‑paced and busy office environment, and remain calm under pressure.
• Ability to work as part of a team.
• Self‑motivated to work on initiative and tight deadlines.
• Excellent IT skills with the ability to process information and digital data processing using relevant software (Databases, spreadsheet packages, etc.).

What we offer:

• A fantastic supportive team.
• Excellent progression opportunities.
• Support for appropriate legal awards/recognition.

Duncan Lewis is committed to Equal Opportunities and embraces diversity of its staff. The Company strives to ensure that our staff reflects the diversity of the communities we serve, which is reflective at all levels within our workforce. We guarantee an interview for candidates that disclose a disability and meet the essential requirements for the post. Please provide additional details in your covering letter if this applies.