Reception and Administration Apprentice

Reception and Administration Apprentice – Watford

Watford (although you will be required to attend our other office locations as and when required by your manager) / 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

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

Key Responsibilities:

• 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.
• When answering the telephone, please ensure that the caller’s name, telephone number(s), company name (if appropriate) and email address are taken and sent to the legal advisor.
• 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. These messages may be new enquiries to the firm or existing clients and contacts; it’s really important that these are dealt with as soon as possible.
• Maintaining all meeting rooms and the general reception area ensuring that all items are replenished and refreshments always available. This also means that meeting rooms and the reception area must be kept clean and tidy at all times. Meeting rooms must be presentable for the start of each and every meeting and also clean at the end of each day, so they are always ready for the following morning.
  
  This will also include cleaning the coffee machines and washing up crockery and cutlery as and when this is required.
• 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.

• 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…