DESCRIPTION

Working alongside our Administration team and reporting day-to-day to the Office Services Manager, you will be responsible for your own day-to-day tasks whilst also supporting our legal departments. You will also be responsible for supporting the main reception and front of house teams in providing a first-class customer experience when visiting our offices.
Key tasks include processing internal & external post, scanning and photocopying tasks, file closing on behalf of fee-earning departments, main reception cover which will include, meeting and greeting guests and visitors at our head offices, scanning client documents, showing clients to and from meeting rooms, providing refreshments for our visitors and switchboard cover as and when required.
The role is full time, based at out Derby head offices working 08:45 to 17:15 Monday to Friday.

SKILLS, KNOWLEDGE AND EXPERTISE

You will:

• 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 and communication.

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

KEY RESPONSIBILITIES

• Sorting and distributing external and internal post (Royal Mail and DX).
• Post scanning for various legal departments including saving and naming documents to the internal case management systems.
• Preparing, printing and sorting outgoing post for legal departments.
• Operating and overview of the post franking machine and preparing evening post ready for collection.
• 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 timeframes.
• Review, distribute and manage stationery supplies for all departments.
• Order, review, and distribute refreshment supplies for all departments where required, ensuring staff kitchens are fully always stocked with tea/coffee/sugar/milk.
• Receive incoming deliveries and distribute to the appropriate individuals/departments.
• Deal with outgoing deliveries including arranging courier requests as and when required.
• Assist our fee-earning department with administration tasks where required – this can include opening & closing files, filing & scanning etc.
• Daily lunch and ad-hoc holiday cover for main reception as per rota requirements.

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.
• Provide cover for the switchboard operator and take daily overflow calls where required, 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.

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 set by the Office Services Manager.