Receptionist - Belfast - Oracle Solicitors

Description

The Receptionist will be responsible for general day-to-day office administration in our Belfast office.

Furthermore, they will be expected to positively promote quality of service to staff members and clients, raising the quality level whenever possible.

Purpose/Main Objectives:

To support all Practice decisions, carrying out any actions required. To provide any support required from staff members and Directors.


Responsibilities & Duties:

• Receive all incoming calls, forward them to the relevant person or take a message as required
• Meet and greet all visitors, clients and walkins into the office
• Ensure the sign in system is utilised and kept up to date at all times
• Receive, scan and allocate all incoming post
• Perform all scanning, printing and allocation all documents when required
• Check and record all LAMS on a monthly basis

• Organise all consultations

• Inperson and on Teams
• Organise and update Belfast staff calendars
• Investigate and action all interpreter requests
• Bank letters/release of papers _not sure what this is _
• Monitor and record all CPD requirements
• Source, compare and purchase office supplies
• Ensure all mail is recorded and posted in a timely manner
• Ownership of all administration tasks of the role and maintain the smooth running of daytoday operations.
• Ensure the offices and associated rooms are clean and tidy
• To deal with delegated tasks as required, reporting progress to the Senior Business Administrator and/or the Directors
• Assist with administrative duties as and when necessary, including but not limited to opening files on the case management system, saving or scanning documents
• Update outgoing cheque list and outgoing post log
• Take card payments over the phone or in person from a client
• Managing utility, maintenance, cleaning, repairs, IT, waste disposal, photocopy machine, security and any other kind of providers the firm uses
• Scan any invoices received and send to the relevant person
• Order stationary and keep the stationary cupboard tidy
• Follow internal methods, policies, and procedures as set by the Office Manual
• Assist with onboarding duties
• Assist the IT department with setting up new laptops and troubleshooting
• Train and/or mentor other junior or new staff members on office policies and procedures during their on boarding
• Diary Management, Room booking, confirming appointments with clients
• Work as part of a team and undertake reasonable instructions
• Assisting in any potential office moves to different locations Any other hoc duties as directed by Directors, and/or Senior Business Administrator

-**Skills & Qualifications:

Essential:

• Previous Experience as an administrator/receptionist
• Experience working within a law firm (desired)
• Ability to multitask and prioritise, and understand the importance of deadlines
• Clear and confident manner
• Highly organised; able to be productive, flexible and simultaneously manage multiple projects and priorities in a performance driven environment
• Ensure quality of service levels are met and are to standard
• Good IT skills familiar with Microsoft office suite
• Be highly trustworthy, discreet, and use good judgement
• Able to work well under pressure, without sacrificing a high attention to detail
• Excellent oral and written communication are essential; the ability to establish positive, cooperative and professional relationship, both internally and externally
• Excellent customer service skills
• Selfstarter, resourceful and the ability to work autonomously; Proactive and eager to learn
• Selfawareness and a commitment to using feedback to learn and develop as a professional