Business Support Assistant - Reception

Business Support Assistant - Reception

Department: Administration

Employment Type: Permanent - Full Time

Location: Leeds

As a Business Support Assistant (Reception) you will be responsible for managing and covering our Leeds Office reception, ensuring an exceptional client experience is delivered at all times, whilst also supporting with overflow calls from our switchboard, and picking up any other admin tasks required to support either the facilities team or business services teams located in other offices. This role requires someone who is able to work independently, is well organised and able to proactively plan ahead (especially in relation to client meetings), and is also calm under pressure and able to deal with unexpected issues/workloads in a proactive, calm and solution focused manner.

Key tasks include a) covering reception – meeting & greeting visitors, ensuring meeting rooms are set up/cleared down/cleaned, meetings are catered for (refreshments), b) picking up overflow calls from switchboard – ensuring clients calls are answered, transferred or messages taken, and c) admin support – providing assistance with processing external post, file closing on behalf of fee-earning departments, along with any other admin/support tasks as and when required (as and when there are no client meetings scheduled).

The role is full time, based at our Leeds office working 08:30 to 17:00 Monday to Friday.

• Main reception cover responsibilities will include (but not limited to):
• Meet and greet our clients in the main reception area and showing visitors to their designated meeting room or client holding area.
• Manage and maintain the use of the meeting room booking system ensuring meetings run as they should and in the correct rooms.
• Providing refreshments to our clients during their visit.
• Ensuring meeting rooms are cleared promptly after meetings with crockery used cleaned and tidied away.
• Dealing with incoming hand deliveries from clients ensuring all documents received are logged on the internal systems and taken to the post room promptly for internal distribution.
• Notifying fee earners of their client’s arrival and any documents received for them during the day
• Taking copies of client documents whilst the clients are onsite, including certifying any copied documents before they are sent to the relevant departments.
• Pick up overflow calls from our switchboard and/or provide switchboard cover when needed, ensuring all calls are answered and re-directed to the relevant fee-earning department promptly.
• Maintain reception and switchboard mailboxes ensuring any emails and/or voicemail messages are dealt with promptly and appropriately.
• Operating and overview of the post franking machine and preparing evening post ready for collection (when needed)
• Photocopying and scanning documents for fee-earning departments as and when requested, this requires high attention to detail and time management to ensure tasks can be completed within required time frames.
• Receive incoming deliveries and distribute to the appropriate individuals/departments.
• Assist our fee-earning department with administration tasks where required – this can include opening & closing files.
• General duties across the offices to include;
• Watering plants.
• Low risk maintenance checks and reporting issues.
• Minimal cleaning requirements to support onsite cleaning teams.
• Clear desk policy checks and reporting issues to Office Services Manager.
• Any other projects or duties as required to support business needs.

• Be organised, process driven and analytical with a pragmatic approach to finding solutions.
• Be highly self-motivated and comfortable with regular deadlines.
• Be able to multi-task and prioritise the workload.
• Be hard-working and a good team player.
• Have strong interpersonal, communication and presentation skills.

Disclosure will be required in the event that a position is offered.

Financial checks will be required in the event that a position is offered.

What we offer?

• Competitive salary
• Bonus potential
• Life insurance
• Great working environment at our Leeds offices
• Career development opportunities
• 25 days holiday plus bank holidays
• Options to buy & sell 1 week’s holiday
• 1 week’s holiday carry over
• Extra day off for your birthday
• Staff card discount scheme for local shops
• Social days and evenings on the firm
• Staff discounts on legal services