DESCRIPTION

Due to internal progression we have an exciting opportunity for a Reception and Administration Assistant to join our Client Services Team in our busy Poundbury office. We are looking for someone who can provide efficient administration assistance and a friendly and professional reception service to internal and external clients. This rewarding and varied role would suit someone with excellent administration and interpersonal skills, a welcoming yet efficient style, a dynamic approach to work with the ability to multitask.

SKILLS, KNOWLEDGE AND EXPERTISE

This role would best suit someone who is proactive and enthusiastic, professional, and polished in their approach, with great interpersonal skills and the ability to communicate with people at all levels. Strong organisational and administrative skills are essential, along with the ability to multi-task and convey clear and accurate information. The ideal candidate will have a meticulous approach to their work with excellent time management skills. More technical requirements include excellent IT skills, including the use of Microsoft Office and Outlook. Ideally you will have demonstrable experience providing reception support in a law firm or professional services environment.

• Ensure clients receive a warm welcome, directing them appropriately and communicating their arrival promptly with the relevant fee earner.
• Ensure the reception area is always clean, tidy, and free of hazards, including, stairs, corridors, and immediate external areas.
• Checking unregistered title deeds in storage against land registry so we can get maintain up to date and efficient deed records.
• Bookmarking and paginating documents as necessary for fee earners in the Poundbury office.
• Completing Land Registry applications promptly as necessary.
• Preparing legal document bundles for court cases.
• Take client’s ID information where required so the appropriate due diligence and conflict checks can be carried out.
• Scanning and copying documents ensuring they are electronically filed in the peppermint document management system in a timely manner.
• Deal with all enquiries both in person and on the telephone in a polite and professional manner and communicate all messages (verbal and written) clearly, quickly, and accurately.
• Ensure the confidentiality and security of all data/information that is processed via Reception, being aware at all times of client confidentiality and data protection.
• Ensure daily post collections are received & scanned punctually & all out going post is printed, franked ready for collection at the appropriate time.
• Direct all deliveries promptly to the appropriate member of staff.
• Carry out day to day banking duties (where appropriate), cheque requests and invoice releasing.
• Effectively manage the receipt of monies from clients; carry out day to day cashiering duties for the office (where appropriate).
• Ensure the timely archiving of closed files and the storage/retrieval of the same (where appropriate).
• Maintain stationery, reviewing weekly and ordering appropriately.
• Organisation of the office art exhibition work on a periodic basis
• Always promote a professional image of the Firm and be knowledgeable about the services Porter Dodson offers.