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EA / Senior Receptionist

Posted 5 January by South Square Ended

MANAGEMENT

Two report lines:

EA to the Director of Chambers reporting to the Director.

Senior Receptionist reporting to the Office Manager and responsible for the line management of two Receptionists and a Hospitality coordinator.

RELATIONSHIPS

Members of Chambers (MoC), Chambers Director, Practice Managers, Junior Clerks, legal professionals, cleaning team, contractors, office bearers, customers and clients.

RESPONSIBILITIES

EA:

Responsible for the day to day management of the Director’s diary, expenses and meetings.

Assisting with and on occasions leading projects within Chambers.

Assisting with staff recruitment.

Managing contracts.

Health and safety and Training Administration.

Senior Receptionist:

Responsible for front-of-house standards and the efficient and effective handling of all visitors and callers to Chambers.

Ensuring that Reception runs smoothly and that all messages are passed effectively, accurately and quickly to MoC and staff.

Ensuring that conference rooms, supporting IT and telephony resources are managed effectively.

AUTHORITY

This post has no personal budget authority or spend but does have a duty to advise the Office Manager of effective and optimal ways of using Chambers’ resources and staff to provide front-of-house and other administrative support to Chambers.

MAIN PURPOSE

1.To ensure the delivery of effective and high-quality front-of-house /reception services to South Square Chambers.

2.To manage the conference rooms and the supporting IT and video conferencing systems.

3.Oversight of a number of contracts (cleaning, shredding etc)

4.To support the Director and assist with various administrative matters (including but not limited to recruitment, health and safety and training).

MAIN CHALLENGE

To balance competing demands of the EA and Receptionist roles.

To ensure that front-of-house services contribute appropriately, effectively to the day to day running of chambers (in particular appropriate treatment of clients, visitors and callers to Chambers).

KEY CONSIDERATIONS

Normal hours of work are 08.30-17.30 Monday to Friday inclusive of a one hour lunch break. Flexibility will be required to cover the late shift of 10:30 to 19:30 or the early shift of 08:00 to 17:00 as an alternative to normal hours when there are absences within the Reception team.

Effective management of reception team, including; monitoring workload of Reception/Hospitality department.

Ensuring all Reception staff adhere to Chambers’ standards in terms of dress / appearance and processes and procedures for dealing with visitors, clients and callers.

Ensuring that Reception procedures reflect best practice (keeping abreast of developments in reception processes, technology and standards is essential).

Ensuring that any relevant regulatory standards are maintained (Health and Safety, risk assessments etc.).

Liaising with relevant contractors to ensure that obligations are met and scheduling maintenance visits.

Making regular inspections of the Reception and conference room areas to ensure that these areas are clean and tidy and present a professional image to visitors.

Administrative Support

To ensure that reception staff are used flexibly to undertake general administrative support tasks as required by the Director and Office Manager.

Monitoring and appraising team in line with Company standards including the organisation/provision of appropriate training.

Provide administrative support to Chambers in the absence of the Office Manager

To ensure that any temporary staff and Chambers’ staff covering reception are comprehensively briefed as to what is required of them and the standards they are to maintain.

To ensure that other general administrative tasks allocated to the post holder are completed successfully.

Professional Advice & Support

To provide efficient and effective support to the Director.

To offer robust, effective and timely professional advice and support to the Office Manager.

To assist in the recruitment of all staff.

To advise on and manage external training requirements for staff.

Required skills

  • General Administrative
  • Telephone Reception
  • Conference Rooms
  • General Administrative Support
  • Receptionist Duties

Reference: 34126548

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