We are recruiting for a Peripatetic Receptionist to join our team and provide reception cover across our offices in Norwich, North Walsham, Cromer and Aylsham. When there is no need for reception cover, the successful candidate will provide administrative support to the Commercial/Employment Team based at the Norwich office. Travel costs will be reimbursed when attending at the County offices.

Reception duties:

• Attend at any of the Firm’s offices to provide reception cover and/or administrative support as required.
• Deliver excellent customer service at all times by ensuring the smooth and effective running of our “front of house” activities, both in person and on the telephone.
• Deal with all client enquiries in a professional and courteous manner in keeping with the Firm’s standards for client care.
• Ensure that the reception area is presented in a smart and efficient fashion, ensuring the Firm’s marketing materials/any other publications that may be displayed within the reception area are the most current editions.
• Efficient and timely management of post, both incoming and outgoing.
• Retrieve and store safe custody documents/items (Wills, Deeds, etc.) and keep the appropriate databases up to date.
• Liaise with external and internal contacts in regard to storage enquiries and arrange collection/postage of safe custody documents/items.
• Retrieve, request, and store files following the appropriate destruction procedure.
• Scanning and electronic filing of documentation to the Firm’s case management system.
• Provision of reprographic services.
• Book appointments, arrange meetings, maintain meeting rooms and their corresponding diaries.
• Provide refreshments when required to do so.
• Ensure that stationery cupboards are tidy and stocked, and that stationery and consumables are ordered in a timely fashion.
• Order refreshments and purchase cleaning products, toiletries, etc. for the office.
• Be responsible for the appearance of the office and to promptly report any defects regarding decor, faulty office equipment, stationery and the like.
• Maintain the first aid box, check contents monthly and replace any out-of-date items.
• Take responsibility for alerting the appropriate person regarding any feedback received from a client.
• Undertake any other relevant duties or projects delegated by the Line Manager, Department Head or the Firm’s management which are line with the responsibilities of the post.

Key administrative duties (Commercial/Employment Team):

• File opening/closing.
• Timely processing and scanning of the post, ensuring the file management system accurately reflects its status at all times.
• Work in accordance with detailed procedures and quality standards contained in relevant policies which are published by the Firm.
• Accurate audio dictation and/or copy typing.
• Excellent filing system maintained (open/close) to aid easy retrieval of information.
• Compliance maintained.
• Timely billing and accounting procedures carried out on a monthly basis.
• Timely review of matters list.
• Prompt AML searches carried out as required.
• Effective organisation of appointments, conferences, and meetings, as necessary.
• Timely reporting of any office defects in relation to décor, equipment, stationery, etc.
• Organisation of travel arrangements as necessary.
• Liaise with the BD&M team regarding any departmental marketing events, seminars, or complex meetings.
• Good client care maintained at all times, ensuring satisfactory levels of service to maximise repeat business.
• Answer phone enquiries, assisting clients and other callers where possible.
• Accurate messages conveyed between clients and fee-earners, documenting such messages as necessary on the client file.
• Timely progressing of matters to a satisfactory result, taking personal responsibility for arranging or dealing with required tasks.
• Minimal client complaints, if any.

Job Types: Full-time, Permanent
Pay: £22,300.00 per year

Benefits:

• Bereavement leave
• Company events
• Cycle to work scheme
• Employee discount
• Enhanced maternity leave
• Free flu jabs
• Free or subsidised travel
• Health & wellbeing programme
• Life insurance
• Referral programme
• Sick pay

Language:

• English (required)

Willingness to travel:

• 50% (required)

Work Location: In perso