At a Glance
- Tasks: Be the friendly face of our company, providing top-notch customer service and admin support.
- Company: Join a diverse and supportive team at a leading legal firm.
- Benefits: Great career progression, supportive environment, and recognition for your hard work.
- Other info: Dynamic office environment with opportunities for training and development.
- Why this job: Make a real difference by helping clients and supporting your team every day.
- Qualifications: Previous reception or admin experience preferred; strong communication and organisation skills needed.
The predicted salary is between 24000 - 28000 £ per year.
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) 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.
Administrative Assistant / Receptionist employer: Job Search Place Limited
At Duncan Lewis, we pride ourselves on being an excellent employer, offering a supportive team environment and ample opportunities for professional growth. Located in the heart of the city on Fenchurch St, our office fosters a culture of inclusivity and diversity, ensuring that all employees feel valued and empowered to succeed. With a commitment to equal opportunities and a focus on employee development, we provide a rewarding workplace where your contributions truly matter.
StudySmarter Expert Advice🤫
We think this is how you could land Administrative Assistant / Receptionist
✨Tip Number 1
First things first, make sure you know the company inside out. Research their values, culture, and recent news. This way, when you walk in for that interview, you can show them you're not just another candidate – you’re genuinely interested in being part of their team.
✨Tip Number 2
Practice makes perfect! Get a friend or family member to do a mock interview with you. Focus on common questions for administrative roles, like how you handle multitasking or deal with difficult clients. The more comfortable you are, the better you'll perform when it counts.
✨Tip Number 3
Dress the part! First impressions matter, especially in a front-of-house role. Choose professional attire that reflects the company's vibe. You want to look sharp and ready to represent them well from the moment you step through the door.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can go a long way in showing your appreciation and keeping you fresh in their minds. Plus, it’s a great chance to reiterate your enthusiasm for the role!
We think you need these skills to ace Administrative Assistant / Receptionist
Some tips for your application 🫡
Show Off Your Communication Skills:Since this role is all about being the first point of contact, make sure your written application highlights your excellent communication skills. Use clear and concise language to demonstrate how you can effectively interact with clients and colleagues.
Tailor Your Application:Don’t just send a generic application! Take the time to tailor your CV and cover letter to reflect the specific responsibilities and skills mentioned in the job description. This shows us that you’re genuinely interested in the role and understand what we’re looking for.
Highlight Your Organisational Skills:As an Administrative Assistant/Receptionist, organisation is key. In your application, give examples of how you've successfully managed multiple tasks or maintained order in a busy environment. This will help us see that you can handle the fast-paced nature of our office.
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates regarding your application status.
How to prepare for a job interview at Job Search Place Limited
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities and skills required for the Administrative Assistant/Receptionist role. This will help you tailor your answers to show how your experience aligns perfectly with what they’re looking for.
✨Practice Your Communication Skills
Since this role involves a lot of interaction with clients and staff, practice your verbal and written communication skills. Consider doing mock interviews with a friend or family member, focusing on clear and professional responses. This will help you feel more confident and articulate during the actual interview.
✨Showcase Your Organisational Skills
Be prepared to discuss specific examples of how you've managed multiple tasks in a busy environment. Think of times when you’ve successfully organised events or maintained a tidy workspace. Highlighting these experiences will demonstrate your ability to thrive in a fast-paced office setting.
✨Prepare Questions to Ask
At the end of the interview, you’ll likely have the chance to ask questions. Prepare thoughtful questions about the company culture, team dynamics, or training opportunities. This shows your genuine interest in the role and helps you assess if it’s the right fit for you.
