Administration Assistant

Permanent roleSouthamFull time23,000-24,000 per annum35 hours Monday- Friday 09.00-17.00We are currently supporting our Southam-based client to recruit for the permanent position of Administration Assistant.Job Purpose:* To provide a friendly, helpful, and efficient first and continuing impression to all callers to Reception, either by telephone or in person, whatever the circumstances* To provide administrative support to Conveyancing and Private Client departments* To work in accordance with the Firm's Manual and to act always in an appropriate way as an employee of a professional practiceKey Responsibilities:Reception:* Being the first point of contact for all visitors to the office, responding to enquiries where possible and signposting/taking details for relevant departments* Answering telephone promptly in a clear and confident manner and forwarding the caller to the appropriate person or voicemail as per telephone procedure* Taking brief messages in respect of calls which cannot be dealt with at the time, making sure to pass on all messages taken* Logging in all visitors to Reception and all general enquiries, new business walk-ins and phone enquiries into computerised system* Receiving all scheduled visitors into Reception and notifying relevant member of staff immediately on their arrival* Ensuring that all deliveries to Reception are notified to appropriate person as soon as possible* Verifying of Anti Money laundering (AML) documents correctly before scanning * Scanning and sorting of post for all departments, if requested to do so* Check all monies brought into Reception and issue a receipt. Notify Fee Earners, Secretaries, Accounts staff or Credit Control staff immediately for collection. Money to be recorded and signed for on collection* Taking bookings for meeting rooms* Always keeping reception area tidy* Emailing all staff as to any unknown post as per unallocated post procedure* Ensuring all incoming new enquiries via phone, email or in person are entered on to the Prospect register in Tikit* Preparation of outgoing post and taking to the relevant place for postingAdministration support:* Undertaking typing and secretarial work for fee earners as and when required* Making appointments for clients* Preparing files for closing and archiving as and when required* Providing general administrative assistance to fee-earning departments* Maintain and protect client confidentiality at all times internally and externallyKnowledge and Experience:* Previous experience of working in a customer facing role, with demonstrable customer service skills* Excellent keyboard skills with a good knowledge of Microsoft Outlook and Word. Case management system experience would be advantageous* Uses initiative when dealing with clients or potential clients* Knowledge of telephone systems and the ability to use telephone system skilfully* Efficiency to deal with awkward situations and difficult clients in a professional manner* A friendly manner together with patience and a clear speaking voice* Ability to be a team player and flexible outlook* Ability to remain discreet and always maintain client confidentiality at all times