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Job description

We are looking to recruit a Part-time Receptionist Administrator to join our client’s organisation based in Leamington. You will be joining a friendly, supportive team and will provide a professional, friendly, helpful, and efficient service to all callers to Reception, either by telephone or in person. This opportunity is a P/T permanent job working Mon-Fri, 4 hours per day, 20 hours per week, 1pm-5pm. Salary is £11,362.00 pa plus excellent benefits.

Knowledge and Experience:

• Previous experience of working in a similar customer facing role
• Knowledge of telephone systems and the ability to use telephone system
• Keyboard skills with a good knowledge of Outlook, Word, Excel
• A friendly manner together with patience and a clear speaking voice
• Ability to be a team player and flexible outlook
• Ability to remain discreet and always maintain client confidentiality

Key Responsibilities:

• Provide reception and administration cover. Answer the telephone promptly in a clear and confident manner and forward the caller to the appropriate person or voicemail as per telephone procedure
• Take brief messages in respect of calls which cannot be dealt with at the time, making sure to pass on all messages taken
• Log in all visitors to Reception and all general enquiries, new business walk-ins and phone enquiries entered in to computerised system
• Receive all visitors into Reception and notify member of staff immediately on their arrival
• Ensure that all deliveries to Reception are notified to appropriate person as soon as possible
• Verifying of Anti Money laundering (AML) documents for Conveyancing correctly before scanning
• Scanning and sorting of post for all departments, if requested to do so
• Preparing files for closing and archiving as and when required
• Provide secretarial assistance and typing for Fee Earners, producing documents as required, filing, photocopying
• Generally, assist all departments with any admin tasks as and when required
• Check all monies brought into Reception and issue a receipt. Notify Fee Earners, Secretaries, Accounts staff or Credit Control staff immediately for collection. Money to be recorded and signed for on collection. All cash receipts should be counted and checked in the presence of another member of staff – preferably the Accounts/Credit Control department where possible
• Take bookings for the boardroom and any other interview/meeting rooms
• Maintain daily appointments collecting information from electronic diaries
• Always keep reception tidy and ensure presence in reception
• Liaise with HR Manager to ensure continuity of cover. Where possible you will be required to cover other offices to avoid the need of the company incurring temp or agency cover costs
• Ensure that post is opened and actioned
• Make sure all courier packages are logged with courier and sent out. APC email notification to be saved on case management system on relevant matter.
• Preparation of post ready for delivery to the relevant boxes. Ensure that this is delivered to the relevant box on time every afternoon
• Maintain diary, and book appointments and meeting rooms.
• Provide holiday/sickness absence cover at office where based and be flexible to provide cover at other offices, where possible.

Job Types: Part-time, Permanent
Part-time hours: 20 per week

Salary: £10.92 per hour

Benefits:

• Additional leave
• Company events
• Company pension
• Cycle to work scheme
• Health & wellbeing programme
• Private medical insurance

Schedule:

• Monday to Friday

Application question(s):

• • Will you be able to reliably commute or relocate to Stratford on Avon, Warwickshire for this job?
• Are you available to work Monday - Friday, 4 hours per day, 1pm- 5pm?

Experience:

• Administrative experience: 1 year (preferred)
• Reception: 1 year (preferred)

Work Location: In person