Receptionist/ Administration Assistant

Administration, Reception Edinburgh

Job Purpose

To provide a comprehensive service as part of the administration team that will include filing, mailroom and other general admin duties.

You will also be responsible for covering reception which involves greeting visitors and delivering exceptional customer service assistance.

Principal Duties will include:

Responsibilities

  • Carry out filing for Fee Earners and Partners including opening new files and ensuring that files are kept up to date.
  • Process finished files for closure.
  • Assist with uploading client identification using company databases where appropriate.
  • To be responsible for opening all incoming post and processing all outgoing post.
  • Assist with local deliveries to Court and banking.
  • Provide relief cover for Reception. Preparing and arranging refreshments and catering for client meetings.
  • Answer and direct phone calls in a polite and timely manner.
  • Welcome visitors/clients in a warm and friendly manner, and answer and questions they may have.
  • Maintain the Reception area and all common areas in a clean and tidy manner at all times.
  • Keep detailed and accurate records of visitors to the office.
  • Receive deliveries and distribute accordingly.
  • Operate standard office equipment on a regular basis, including copy machine and computer.
  • Deal with copying of clients relevant ID.

Compliance

  • Adhere to Blackadders policies and procedures and Law Society of Scotland Regulations, including Money Laundering etc.
  • Ensure that Safe Working Practices are adhered to, in accordance with Health and Safety Legislation and Blackadders LLP.

Skills/Experience

  • Good organisational skills
  • Self-motivated individual with strong interpersonal and communication skills
  • Good knowledge of Microsoft Office
  • Comfortable with multi-tasking and prioritising tasks without guidance
  • Able to work well within a very busy environment
  • Strong telephone skills

Personal Qualities

  • Punctual with a good attendance history
  • Sociable with a positive attitude
  • Able to emphasize with others
  • Ability to remain calm

Health and Safety

  • Make sure all equipment, devices and systems are maintained in an efficient state, in a good working order and repair.
  • Allow good ventilation around the working area
  • Keeping the reception area clean and tidy
  • Identifying potential hazards and reporting to the relevant person
  • Fire Records up to date

Other Duties

There may be the requirement to perform duties other than those given in the job description for the post.   The particular duties and responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility entailed.   Such variations would not of themselves justify the re-evaluation of a post.   In cases, however, where a permanent and substantial change in the nature of the duties and responsibilities of a post occurs consistent with a higher level of responsibility, then the post would be eligible for re-evaluation.

Job Description

Job Title: Receptionist/ Administration Assistant
Date: August 2021
Unit: Administration, Reception
Responsible to: Director of HR and Facilities

 

 

 

Interested in applying for this position?

Apply

Application form for Receptionist/ Administration Assistant

References

(please supply the names and addresses of 2 referees, one of your referees must be your current or most recent employer)

Referee 1
Referee 2

Secondary Education

Further and Higher Education

Training & Development

(please provide details of any training and development activities relevant to this post)

Employment History

Personal Statement

Please provide a statement to support your application, please include your reasons for applying and why you think you are suitable for this post. You can also add any relevant experience and personal achievements.

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Criminal Convictions

Rehabilitation of Offenders Act 1974 – Advisory Note

You must answer the question on the application form as to whether you have ever been convicted of a criminal offence or been given an official written caution. If you have you must give details of all convictions and official written cautions including dates. You must also disclose details of any proceedings pending. These details should be enclosed in a separate sealed envelope, marked ‘confidential’ and clearly stating the post which you are applying and be returned with your application form. The information you give will be treated in confidence.

Declaration

By typing my name in the following box I certify the above statements to be true and correct to the best of my knowledge and that this information can be used for the purpose of processing my employment application and information:

Note: Any false, incomplete or misleading statements may lead to dismissal, if appointed to a post.