Reception and Administration Apprentice – Watford

A full-time position, working Monday to Friday, 9.00 am to 5.30 pm (37.5 hours per week).

Team: Business Support Services - you will be required to provide reception and administration support to all of our legal teams such as Business Support Services, Corporate Services, Individuals and Families and Real Estate across all of our offices.

Reporting to: Karen Voller

Profile:

• 24 days holiday
• BUPA Private Health
• Employee Assistance Programme
• Income Protection Scheme

Key Responsibilities:

Reception:

• Greeting clients and visitors face to face and providing support, ensuring legal advisors are advised as soon as possible to ensure that clients aren’t left waiting in reception for a long time/longer than 5 minutes.
• Book clients in so that we have a record of who has arrived at our offices and who they are meeting.
• Answer all telephone calls quickly (ideally within 3 ring cycles) and courteously directing calls to their destination without delay, ensuring that our clients and visitors always have a positive experience and perception of our firm.
• Ensuring that accurate and detailed messages are always taken and emailed to the appropriate person in a timely manner.
• Manage the firm’s enquiries email inbox ensuring that all enquiries are dealt with in a timely manner and passed to the appropriate person as soon as possible and in line with our service commitments.
• Maintaining all meeting rooms and the general reception area ensuring that all items are replenished and refreshments always available.
• To observe, record and monitor visitors/deliveries to the office alerting your manager of any concerns.
• To maintain high security standards by the monitoring of visitors, site engineers, deliveries etc and securing the offices on leaving the premises each day.
• To carry out general postal duties as and when this is required such as opening and preparing incoming and outgoing mail and organising courier deliveries.
• To maintain motor vehicle records in respect of all employee vehicles in order to contact individuals if there are any parking issues.
• Ensuring that all accidents are accurately recorded in the “Accident Book” and informing the Facilities Manager of any accidents that have occurred during the working day.
• You will also be required to assist the Northampton office with front of house responsibilities as and when this is required by your manager.

Administration:

• Effectively photocopying and scanning documents as and when required.
• Effectively file documents electronically in a timely manner.
• Liaise with colleagues and clients, when appropriate, providing clear and helpful communication.
• Provide all relevant information to all teams efficiently and effectively.
• Demonstrate proficiency with Microsoft Office applications and other relevant software.
• Assist with managing post requirements to include scanning all post to relevant electronic files.
• Assist with ad hoc accounting and billing tasks ensuring accuracy and timely processing.
• Prepare documents as requested ensuring accuracy in line with the firm’s standardisation policy.
• Ensure all records are meticulously maintained and up to date.
• Assist with managing telephone calls professionally and directing enquiries as appropriate.

Key Skills:

• Confidence and ability to communicate at senior levels.
• A strong ability to work under pressure and to tight deadlines.
• Good academics and interpersonal skills with the ability to develop a good rapport with all colleagues.
• Good communication skills with the confidence to communicate at all levels.
• Team player able to fit into a friendly and busy team.
• Good organisational ability with a friendly and professional attitude, and able to multitask.
• Ability to work unsupervised and ensuring confidentiality is always maintained.
• A full clean driving license.
• Good communication skills (written and oral).
• Good IT skills such as Word, Excel, Outlook, Teams etc.
• Experience within a similar role but not essential.

The firm is an Equal Opportunities Employer and is committed to the implementation and maintenance of employment and recruitment practices which will ensure that no potential or current employee or trainee, is treated less favourably on the grounds of age, disability, gender, marital status, race, religion, nationality, colour, pregnancy and maternity or any other aspects unrelated to their current and potential skills, aptitudes and abilities.