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about 1 month ago
Trowers & Hamlins LLP
Location: Exeter
Job type: Permanent
Category: Receptionist Jobs
Location/s: Exeter

Experience Level: Entry Level

Term: Permanent

Working Hours: Full Time

Practice Area / DepartmentSupport - Administration (including Facilities, Post Room & Reception)
Trowers & Hamlins is a City-led, international and national law firm with over 130 partners and 830 staff. With offices across the UK, Middle East and Far East, we provide a full-service integrated offering.

Our clients operate in diverse industry sectors such as construction, transport and infrastructure, banking and financial services, distribution and logistics, education and health, hotels and leisure, defence, engineering and surveying, charities, retail and energy and natural resources. We also act for many high net worth individuals.

We are different and we believe it is our people that make us unique. We expect and respect that you and your talents are too. The truth is we don't prescribe who you are or how you ought to be. It's what you can do that interests us most.

While the work on offer is rewarding and often complex, the qualities we look for are simple. The ability to get on with people from all walks of life, for example. To talk and to listen. To develop the sorts of relationships that mean you win the friendship and loyalty of clients and colleagues alike. In short, to connect. These are the characteristics our people all have in common. They are vital, as is the drive and imagination to use your unique talents to the full. We will help you in this. In fact, we will support you in every way we can.
Job description

Reception responsibilities:

Answering all incoming telephone calls and re-directing to the appropriate Partner or employee

Taking accurate, clear telephone messages and passing on to the relevant person in a timely fashion

Greeting clients, showing them to meeting rooms and offering beverages

Dealing with deliveries

Responsibility for keeping an accurate record of meeting room bookings on Condeco

Ensuring that the necessary catering and presentational facilities are provided for each room booking

Ensuring that the meeting room(s) are cleared after use

Responsible for setting up telephone and video conference calls

Maintaining the Reception area to ensure that it is always smart, professional looking and tidy

Ensuing that all newspapers and marketing materials are current

Manage seminars – ordering food, equipment, badges etc.

Mange catering and stationery stocks

Make travel arrangements and bookings

Assist Post Room and/or the PAs with admin and basic typing tasks as required

Team Assistant responsibilities

Working as an integral part of the fee earner support team

Exceptional client service skills

Filing and file management, including file opening and closing

Assisting at internal and external seminars

Assisting with the billing process and billing drive

Producing and engrossing documents

Scheduling and compiling bibles of documents

Obtaining official copy documents from various local authorities and other third party search providers

Using Land Registry Portal and TM Group (online searches services)

Administering NHBC applications

Filing of deeds, documents, correspondence and other documentation

Maintaining filing and document management systems

Assisting with the administration of file archiving and retrieval service

Scanning, photocopying, printing and filing

Ad hoc administrative duties where required

Provide support and cover for administrative staff and assist other departments as required

Assisting with incoming/outgoing post duties

This list of duties is not exclusive or exhaustive and may be subject to change depending on the needs of the business

Person specification

Good communication skills both oral and written

Ability to use initiative

A positive and proactive attitude

Flexibility and commitment

An ability to operate autonomously and/or with minimum supervision

Drive and enthusiasm

A willingness to learn

A self starter

Strong attention to detail with a methodical and logical approach

Common sense

Strong customer focus

Good humour

Polite and professional manner

Tidy and professional appearance

Ability and willingness to learn new/upgrade existing IT skills through training provided by Trowers & Hamlins

Experience and qualifications

Previous office and reception experience (desired)

45 wpm typing and basic IT competencies

Knowledge of Microsoft Office (desired)

Additional Information
As part of our firm recruitment policy our candidates are subject to employment screening background checks. These checks include personal details, education and employment history, professional qualifications and credit and criminal checks as appropriate.

Trowers & Hamlins is an equal opportunities employer and we welcome applications from every sector of the community. All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role.

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