Poole Alcock Solicitors are seeking a proactive and professional Office Junior to join our team. This entry-level role is perfect for individuals eager to gain hands-on experience in a dynamic legal environment, with a particular focus on client communication and telephone support.
Key Responsibilities
Handing inbound telephone calls
To ensure that calls are answered promptly (preferably within three rings) and professionally
To answer inbound telephone calls and promptly direct them to the appropriate member of staff
To co-ordinate a high volume of calls during peak periods, prioritising work and situations
Information management
To take messages where necessary and direct these to an appropriate member of staff in a timely manner
To pass on messages to visitors and callers where asked to do so
To provide accurate information to visitors and callers when assisting with queries
To ensure that sensitive information is not read or overheard by visitors to the office·
Staff awareness
To maintain good working relationships with colleagues
To ensure knowledge of staff movements in and out of the office
To use departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations
Safety awareness
To monitor visitor access and maintain security awareness, following appropriate policies and procedures
To ensure that the reception area and entrance is safe and clean and to eliminate potential slip and trip hazards
To report any potential safety hazards within the reception and entrance area to line manager
Administration
To provide general administrative support to colleagues where needed including scanning of post
To prepare correspondence and documents where appropriate
To manage the daily collection and delivery of post and DX
To receive and store stationery and janitorial deliveries
To schedule appointments on behalf of fee earners and management if needed
To alert individual personnel of any deliveries received on their behalf
Reception cover
To assist in holiday cover for reception staff for Poole Alcock’s Cheshire office as and when required. When covering reception, to ensure that the reception area is manned at all times
To ensure that the reception environment is welcoming and professional at all times
To ensure that the entrance to the building is presentable and professional
To maintain leaflet displays and re-stock where appropriate
To maintain the electronic meeting room diaries
To ensure that meeting rooms are tidy and safe prior to meetings
To clear meeting rooms after meetings
To monitor and maintain reception area equipment