Careers Administrative Assistant / Receptionist Vacancies
About the role
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 ability for 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 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.
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StudySmarter Expert Advice🤫
We think this is how you could land Administrative Assistant / Receptionist in London
✨Get to Know the Company Culture
Before jumping into applications, it’s super helpful to understand the vibe at Job Search Place Limited. Check out their social media, read reviews on sites like Glassdoor, and see how they engage with customers. It'll give you clues on their values and help tailor your conversation during interviews.
✨Join Customer Support Communities
Dive into online communities like those on Reddit or LinkedIn where customer support pros hang out. Participating in discussions or asking questions can make you more visible to potential recruiters and help you learn about job openings at companies like Job Search Place Limited before they even post them.
✨Attend Job Fairs or Networking Events
Look out for local job fairs or events specifically for customer support roles. This is your chance to meet hiring managers face-to-face, and you might even get the opportunity to interview on the spot!
✨Show Off Your Skills with Customer Interactions
In the customer support world, showcasing your communication skills is key. Consider creating a short video introducing yourself or even doing a mock call to showcase your abilities. It's a memorable way to stand out, especially if you can share this during your interview process!
Some tips for your application 🫡
Show Off Your Communication Skills:In customer support, clear communication is key. Make sure your CV highlights any experience you've had in customer-facing roles and your ability to resolve issues. Don't shy away from including specific examples of how you've gone above and beyond to help customers – this really shows your potential in the role.
Tailor Your Cover Letter to Job Search Place Limited:Your cover letter is your chance to shine! Tell us why you want to work at Job Search Place Limited specifically. Mention any unique aspects of our company that resonate with you and how your skills can enhance our customer support. This personal touch will set your application apart from the rest!
Highlight Any Relevant Tools or Tech Skills:If you've used customer support software like Zendesk or Freshdesk or have experience with CRM systems, make sure to mention these in your application. Being familiar with industry-standard tools can be a big plus for us when we’re reviewing applications, as it shows you can hit the ground running!
Demonstrate Your Problem-Solving Skills:Customer support roles often require a knack for problem-solving. In your application, share examples of past experiences where you've tackled tough situations or resolved conflicts effectively. This will give us a good sense of how you handle challenges—an essential skill for success at Job Search Place Limited!
How to prepare for a job interview at Job Search Place Limited
✨Show Off Your People Skills
In customer support, it's all about communicating effectively. Prepare to share instances from your past experiences where you handled difficult customers or resolved conflicts. We want to hear how you empathised and found the best solutions, so think of specific examples to back up your stories!
✨Know the Tools of the Trade
Familiarise yourself with common customer support tools like Zendesk or Freshdesk, and make sure to review how you’ve used any similar systems in the past. During the interview, being able to discuss your hands-on experience with software or ticketing systems can really set you apart from the competition, so don’t skip this prep!
✨Show Genuine Enthusiasm
As this is a full-time role, employers want someone who isn’t just looking for any job, but wants to grow within customer support. Make sure to express your enthusiasm for helping customers and your desire to develop your skills. Show them why you're passionate about this field!
✨Practice Common Scenarios
Be prepared for role-playing scenarios where you might have to reassess a solution with a frustrated customer or explain a complex process in simple terms. Practising these common scenarios can help us feel more confident and demonstrate our practical skills effectively during the interview.
