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Secretary/Receptionist - Huntingdon

Posted 2 February by Taskmaster Easy Apply Ended

Secretary/Receptionist - Huntingdon

Mon-Fri 09.00 - 17.30

Main duties and Responsibilities

* Take incoming telephone calls from Clients and Service Providers, making appropriate appointments, recording message , passing messages on promptly and diarising
* Receive clients and other visitors to the office and promptly notify the relevant member of the firm of their arrival
* Keep an accurate record of visitors to the office
* Keep an accurate record of mail and parcels received outside the normal postal service, informing the recipient of receipt
* Ensure that reception is always tidy and presentable (i.e. daily papers etc)
* Provide departmental file starter packs when required
* Assist with daily post ensuring that correspondence is signed and dispatched via post or DX on time
* Assist with the storage and distribution of stationery supplies
* Provide assistance by way of photocopying and collating and distribution
* Provide general administration assistance
* To receive and make telephone calls
* To arrange meetings, appointments and liaise with clients and others on behalf of the firm
* Handle typing, recording clients details and key dates, files and archiving as appropriate
* Deal with Fee Earners' (and other staff as appropriate) own correspondence
* Carry out accurate instructions and typing from Fee Earners in the department
* Ensure Fee Earners and department filing is always up to date.
* Ensure that closed files are accurately documented, entered on the database and archived
* Ensure that Database input procedures are completed for each file when opened and that court dates and other key dates are fully recorded on the diary system
* Make file notes regarding calls, meetings and discussions held with clients and other
* Adopt procedures as defined in the Firm's Office Procedures Manual
* Correct, proper, accurate and effective use of our IT systems / applications, while fully complying with all IT policies and procedures.

Skills required

* Competence in the use of Word Processor systems, Digital Dictation transcription and general office equipment
* Competent audio/typist
* Proficiency in Microsoft Windows of the ability to quickly adapt from a similar package
* An excellent telephone manner, with the ability to work under pressure with good organisational ability
* Good communication skills - written and oral
* Enthusiastic and flexible with the ability to embrace new procedures and technology
* Reliability, honesty, good time keeping, ability to retain confidentiality and work without supervision are pre-requisites
* Competence in the correct use of grammar and punctuation
* Enthusiastic Team Player with the sensitivity and maturity to contribute to team objectives and tasks

* Experience of networked IT systems and databases
* Working knowledge of the area of law in relation to their department

Reference: 34387549

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