Barcan+Kirby is a mid-sized firm, employing approximately 180 employees across Bristol.
This role is permanent, full time position, however part-time and/or job share will be considered.
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.
Greet all visitors, staff and contractors immediately on entry to the premises, if you are on the phone they must be acknowledged.
Inform relevant staff member of visitor arrival
If entering our premises – visitors must sign in/out of the visitor’s book
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
Request and copy ID from any new clients and scan onto the system
All telephone calls are to be answered within 3 rings
Calls transferred to the relevant staff member, Fee earner or Secretary
If no-one is available to take call - take a short message and email it to the person (and/or) Secretary immediately
The reception phone must not be put on do not disturb except under the following circumstances:
Client in reception
If out of the office doing banking/collect DX
Ensure all monies received into the office are recorded in the appropriate entry book.
Produce a posting slip for the monies with a copy for the file.
Ensure all cheques & cash received are paid into our bank account the same or next working day.
Responsible for petty cash box making sure appropriate records are kept.
Ensure outgoing cheques are printed on the correct account and a report is sent to the
Accounts department after each cheque run
Training will be given on all the tasks that Receptionists are expected to carry out.
Knowledge & Experience
Experience of working in a busy reception environment.
Experience of regular customer contact – by phone and in person.
Can communicate effectively with people at all levels, over the phone and face to face.