Administration Assistant

Permanent role
Southam
Full time
23,000-24,000 per annum
35 hours Monday- Friday 09.00-17.00

We are currently supporting our Southam-based client to recruit for the permanent position of Administration Assistant.

Job Purpose:
* To provide a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person, whatever the circumstances
* To provide administrative support to Conveyancing and Private Client departments
* To work in accordance with the Firm's Manual and to act always in an appropriate way as an employee of a professional practice

Key Responsibilities:

Reception:
* Being the first point of contact for all visitors to the office, responding to enquiries where possible and signposting/taking details for relevant departments
* Answering telephone promptly in a clear and confident manner and forwarding the caller to the appropriate person or voicemail as per telephone procedure
* Taking brief messages in respect of calls which cannot be dealt with at the time, making sure to pass on all messages taken
* Logging in all visitors to Reception and all general enquiries, new business walk-ins and phone enquiries into computerised system
* Receiving all scheduled visitors into Reception and notifying relevant member of staff immediately on their arrival
* Ensuring that all deliveries to Reception are notified to appropriate person as soon as possible
* Verifying of Anti Money laundering (AML) documents correctly before scanning
* Scanning and sorting of post for all departments, if requested to do so
* 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
* Taking bookings for meeting rooms
* Always keeping reception area tidy
* Emailing all staff as to any unknown post as per unallocated post procedure
* Ensuring all incoming new enquiries via phone, email or in person are entered on to the Prospect register in Tikit
* Preparation of outgoing post and taking to the relevant place for posting

Administration support:
* Undertaking typing and secretarial work for fee earners as and when required
* Making appointments for clients
* Preparing files for closing and archiving as and when required
* Providing general administrative assistance to fee-earning departments
* Maintain and protect client confidentiality at all times internally and externally

Knowledge and Experience:
* Previous experience of working in a customer facing role, with demonstrable customer service skills
* Excellent keyboard skills with a good knowledge of Microsoft Outlook and Word. Case management system experience would be advantageous
* Uses initiative when dealing with clients or potential clients
* Knowledge of telephone systems and the ability to use telephone system skilfully
* Efficiency to deal with awkward situations and difficult clients in a professional manner
* 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 at all times