This role is permanent, full time position, however part-time and/or job share will be considered.
Monday to Friday 9am to 5:15PM.
Part-time / Job Share may be considered.
Based at our Clifton office.
Barcan+Kirby is a mid-sized firm, employing approximately 180 employees across Bristol. The post holder will be the initial point of contact for all visors into the office and be expected to take a share of calls on behalf of our six offices, covering ten different departments. The role is very varied, and at times can be demanding, so the ability to work under pressure is essential.
Daily duties include;
+ Greet all clients, visitors and staff in a courteous and professional manner
+ Answer all incoming telephone calls
+ Ensure reception is clean, tidy and presentable at all times
+ Carry out tasks that you have been trained for as and when required
+ Ensure the smooth operation of the firm is maintained
+ Ensure reception is manned at all times and never left unattended
+ Reception is to be manned at all times between the hours of 9am – 5.15pm and should not be left un-manned at any time during the hours of operation.
o Greet all visitors, staff and contractors immediately on entry to the premises, if you are on
the phone they must be acknowledged.
o Inform relevant staff member of visitor arrival
o If entering our premises – visitors must sign in/out of the visitor’s book
o Ensure that reception area, waiting area and meeting rooms are clean, tidy and presentable
at all times. Ensure refreshments are stocked and ready for use
o Request and copy ID from any new clients and scan onto the system
+ All telephone calls are to be answered within 3 rings
o Calls transferred to the relevant staff member, Fee earner or Secretary
o If no-one is available to take call - take a short message and email it to the person (and/or) Secretary immediately
o The reception phone must not be put on do not disturb except under the following circumstances:
o Client in reception
o If out of the office doing banking/collect DX
o Comfort breaks/lunch
o Ensure all monies received into the office are recorded in the appropriate entry book.
o Produce a posting slip for the monies with a copy for the file.
o Ensure all cheques & cash received are paid into our bank account the same or next working day.
o Responsible for petty cash box making sure appropriate records are kept.
o Ensure outgoing cheques are printed on the correct account and a report is sent to the Accounts department after each cheque run
o Incoming Post and DX to be opened by Reception, date stamped and given to appropriate person for checking.
o Record any hand deliveries and distribute after being signed for.
o Outgoing post to be franked with correct postage and taken to the post office (unless collected)
o Outgoing DX to be taken to the exchange (unless collected)
+ Archiving: Ensure all files and other documents are entered on to our operating system when closed and recorded on our storage operating system.
Training will be given on all the tasks that Receptionists are expected to carry out.
Knowledge + Experience
+ Experience of working in a busy
+ Presentable and have a
professional approach as first point
of contact for clients
+ Excellent telephone manner
+ Experience of regular customer
contact – by phone and in person.
+ Experience of working in a law firm.
+ Audio Typing experience
+ Computer literate, with experience
of Microsoft Office, which must
include Word and Outlook
+ Administration NVQ level 2 or 3
Skills + Competencies
Team Orientation + Enjoys working as part of a team
helps and supports others
+ Ability to motivate oneself
Communication + Must be accurate with message taking.
+ Ability to convey information
accurately and make self be understood
+ Can communicate effectively with
people at all levels, over the phone and face to face
People Management + Ability to organise your own work
within deadlines and to agreed