Administrator-receptionist

  • Oxley & Coward
  • Rotherham
  • £168.35 per week

We are looking for an creative individual to join our team here at Oxley & Coward Solicitors.

Vacancy employer logo for Oxley & Coward

  • GMFJ Reference
    179215
  • Wages
    £168.35 p/w
  • Hours
    35.00 per week
  • Date Posted
    01/04/2022
  • Start Date
    06/06/2022

  • Location
    Rotherham
  • Status
    Now Taking Applications
  • Sector
    Business & Administration
  • Opportunity Type
    Advanced Level 3
  • Employer
    Oxley & Coward

Description

  • To work as part of a team and to be responsible for the day-to-day Reception Duties of the Practice by providing an effective and efficient client service to the Clients, Partners and members of Staff by the use of clear communication methods/facilities
  • Opening and / or securing the Practice’s main offices at the nominated office opening hours
  • All overnight faxes to be recorded and delivered arranged (Internal Mail/Collection from Reception / Practice’s Administrators) to appropriate Sections
  • Listen to all out-of-office-hours recorded messages, transcribe the message (process as for telephone calls below) and ensure that it is forwarded / given to the appropriate Fee Earner/Support Staff
  • To attend to all incoming telephone calls to the switchboard and ensure that telephone calls are dealt with in a professional and friendly manner, if appropriate, that full electronic and/or written telephone notes are taken
  • Record the newspapers delivered and handed to the appropriate Fee Earners
  • After 9.00 a.m. check all absence records and record reasons for absence (if known)
  • Update the absence Time sheet throughout the working day as appropriate. Forward absences records to Administration Manager / Practice Manager
  • To ensure the Reception area is never left unattended during office hours
  • During office hours responsible for the cleanliness of the Reception area (including behind Reception Desk) ensuring that it is kept tidy, magazines / periodicals / leaflets are in date and available to Clients
  • Record the arrival of Clients / Visitor with the initials of the Fee Earner / Support Staff and time of appointment / meeting. Record the time when the Fee Earner / Support Staff greets the Client / Visitor in Reception and when the Client / Visitor leaves the building. Ensure that a current record is maintained on the computer
  • To co-ordinate the allocation of Resources (46 Boardroom / New Boardroom / 34 Boardroom & Interview room) for Client’s appointments / internal meetings and ensuring that an accurate record of the Resources is maintained on the Resources calendar
  • Maintain an accurate record of all deliveries to the Practice including date / time / name of person or company delivering the item and the Fee Earner / Support Staff for whom the item is intended
  • Maintain an accurate record of all incoming faxes and ensure that the appropriate Fee Earner / Support Staff are informed by telephone / email as soon as possible. Where possible / if appropriate, arrange for the fax to be delivered
  • Ensure that the AML (Anti-Money Laundering) Forms are current and to forward copies via email when requested to do so by Fee Earners / Support Staff. Any queries to the accuracy of the records on the computer are to be addressed to the Quality Supervisor

For more information about this vacancy please contact Independent Training Services (ITS) on 441226216760 (Ref ID: 179215)

  • Organisational skills
  • Good communication skills
  • Competent IT user including Microsoft Office packages e.g., Excel
GCSEs at grades C/4 or above (or equivalent) in maths and English.
  • Business Administrator Level 3 Apprenticeship Standard
  • Functional Skills (if needed)

Full training will be provided by the employer.

  • packages e.g., Excel
Personal qualities
  • Committed
  • Reliable
  • Hardworking
  • Keen to learn
  • Able to multi-task
Good opportunity of securing a full-time job upon successful completion of the apprenticeship.

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