Reception & Office Services - London Bedford Row

  • Russell-Cooke
  • London, United Kingdom
  • Sep 11, 2017
Full time Admin / Reception

Job Description

Salary: competitive Location: Bedford Row Level: Support   Hours: 35.00 Benefits: available upon application Job Type: Full Time    

RECEPTION & OFFICE SERVICES

Job purpose

Having a reasonable understanding of the firm’s values and culture, you will be keen to raise the profile of the team. You will represent our clients to the highest standard. You will be eager to broaden your range of expertise and skills. To provide full time support to office services with efficiency and professionalism and delivering excellent service to our clients and staff.

Key Responsibilities and Duties include but are not limited to:

  • Answer calls in a warm, professional, confident and timely manner;

  • Transfer calls appropriately;

  • Meeting and greeting clients and other third parties;

  • Meeting Room preparation including setting up and making refreshments, stationery, clearing rooms when meetings completed and washing up afterwards if required;

  • Restocking meeting rooms as required;

  • Dealing with new clients who attend the offices and directing them to the right department;

  • Knowing and understanding the firm’s departments and services to be able to direct calls appropriately;

  • Processing incoming, internal, and outgoing post, including franking, special delivery, DX and international deliveries

  • Distribution of incoming and internal post;

  • Timely forwarding of faxes received to appropriate person/department;

  • Receiving and distributing deliveries from suppliers;

  • Collection and delivery of storage boxes within the office;

  • Photocopying assignments – on time, with accuracy, and with attention to detail and presentation;

  • Writing cheques, checking accounts and receipts;

  • Organising room bookings and swapping these as necessary to accommodate need;

  • Liaising with business services staff and external suppliers to arrange for jobs to be done to the fabric of the office and to obtain other services for the running of the office;

  • Booking couriers;

  • Liaising with the office services team in relation to stationery orders/office supplies and monitoring stock levels;

  • Archiving and reclaiming files/deeds and updating the database;

  • Cash slips;

  • Liaise with IT support team and provide appropriate IT assistance under their guidance;

  • Stocking kitchen areas periodically and ensuring they are tidy;

  • Assisting with day to say running of the Bedford Row Office as a member of the Office Services Team;

  • Providing extra support to Bedford Row departments when needed;

  • Assisting with physical room alterations for changes of fee earners; and

  • Any ad hoc duties as required or requested

    Client Relations:

  • To consistently provide a high quality experience to our clients in terms of service delivery

  • To develop and maintain good client relationship skills, gaining clients’ confidence and that of other professionals

  • Establishing what needs to be done to solve a client’s problems

    Professional Standards:

  • To work and behave in a professional manner and to the highest standards of the profession

  • Comply with procedures set out in the Office Manual, professional standards and any requirement set by the relevant authority

  • Carry out duties given by the partners or employees faithfully and diligently and follow all reasonable instructions

  • To participate in the growth and development of the department / firm

  • Treat all information about the firm and its client and their business as wholly confidential

              Personal Development:

  • To have a clear understanding of what it would take to develop a career to the next level

  • Support internal procedures and systems of Russell-Cooke

  • To respect partners, staff and clients

  • Participate in team meetings

  • Attend internal training and external training as and when required

  • Share information with colleagues

Qualifications & Experience

     Essential

  • GCSE’s grade C – A* which must include Maths and English;

  • Proficient skills in MS Office: Word, Excel, Outlook.

  • Experience in a front of house, service delivery role

Desirable

  • Post GCSE higher education, or starter qualification in business, admin or secretarial fields

Motivation &  Competencies

  • Evidence of interest in, and commitment to, the success of the firm. Relevant experience within a professional services firm would be desirable

  • Understanding of and commitment to Russell-Cooke’s values and ethos which can be seen at www.russell-cooke.co.uk

  • Excellent communication both written and verbal - the role involves liaison with internal and external people at a senior level

  • A self-starter, able to demonstrate high levels of initiative and motivation, but also work closely with other team members and displaying trust and loyalty.

  • Exceptional interpersonal skills, demonstrating professionalism in all dealings. Able to deal sympathetically and appropriately with clients and to show empathy with them

  • Ability to manage assigned tasks in an assertive, efficient and timely manner

  • Well presented

  • Enthusiasm and resilience to cope with a varied, challenging and very busy role;

  • Keen, and quick, to learn

  • Flexible, organised and confident

  • Good prioritisation skills, or potential to learn how to prioritise effectively, in multi-tasking situations;

  • Open, friendly and helpful manner, and ability to carry this into the client facing situation i.e. with external visitors as well as internal staff at all levels;

  • Excellent attention to detail & accuracy

  • The flexibility to work outside normal office hours as may be required from time to time