Receptionist

Barcan+Kirby are seeking a receptionist to join our growing firm in Clifton.

From our six offices located across Bristol and South Gloucestershire, our friendly and approachable teams provide advice and guidance to both individuals and businesses within the South West and nationwide.

Job Summary -

• 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

Key Responsibilities -

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
• Comfort breaks/lunch
• Meetings/training

Banking:

• 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.

Post:

• Incoming Post and DX to be opened by Reception, date stamped and given to appropriate person for checking.
• Record any hand deliveries and distribute after being signed for.
• Outgoing post to be franked with correct postage and taken to the post office (unless collected)
• 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.

Knowledge and Experience

Essential:

• Experience of working in a busy reception environment.
• 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.

Desirable:

• Experience of working in a law firm.
• Audio Typing experience

Benefits -

We offer all staff a comprehensive benefits package that includes:

• 25 days holiday (increasing to 28)
• Holiday purchase scheme available – up to 5 days (pro-rata for part-time staff)
• Personal pension plan – matched contribution of 4.5%
• Death in service benefit of 4x salary
• Discretionary profit and performance-related bonus
• Discounted legal services
• Flexible working arrangements
• Childcare vouchers
• Season ticket loans and Cycle to Work scheme
• Annual flu jab vouchers
• Summer and Christmas socials
• Long service awards – after 10 years and every 5 years thereafter

Training will be given on all the tasks that Receptionists are expected to carry out.