Front of House Receptionist

Hollybank Trustees Ltd; Greater London; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

3 extra days holiday per year

Professional membership support

Paycare—dental/optical/professional

Dress for your Diary Policy

Job summary

Affinia is seeking a proactive, office-based Administrator to join its London operations team. The role supports 200+ staff and 30+ partners, handling reception, calls, meetings, and daily admin tasks in a non-remote, 37.5-hour week.

You will coordinate calendars, manage the reception area, order supplies, assist with an office move, and maintain post and filing systems while delivering excellent client service within a financial services environment.

Qualifications

• Excellent organisational skills and strong service delivery in financial services
• Clear written and verbal communication with high attention to detail
• Ability to prioritise workload and work independently with sound judgement

Responsibilities

• Welcoming guests in a professional and friendly manner
• Managing incoming calls and forwarding to relevant departments
• Maintaining reception, meeting rooms, and ensuring spaces are tidy and presentable
• Supporting meetings (calendar management, refreshments, lunches, events)
• Ensuring stationery, hospitality, and supplies are stocked
• Assisting with an upcoming office move
• Handling daily post and outgoing post
• Ensuring copiers have paper and occasional lifting
• Maintaining a tidy office environment
• Monitoring and responding to tickets in the office system
• Changing room layouts in the Training Room
• Filing and archiving, supporting general admin tasks
• Occasionally filling and emptying the dishwasher

Skills

Organisational skills

Communication skills

Prioritisation

Relationship building

Initiative & judgement

Microsoft Office

Education

GCSEs including Maths & English

Tools

Microsoft Office

Job description

Location: On site / London, UK
job type: Permanent / Full-time
Sector and subsector: Business Support | Administration
Salary: Negotiable salary

Affinia is a UK Top 35 Accounting firm, where we support our clients with everything from day-to-day Accounting, Audit and Tax planning to strategic business advice, compliance and specialist services such as Cloud Accounting, Payroll and Mergers & Acquisitions across a wide range of sectors. We are committed to delivering excellence in every aspect of our work, adapting to the evolving regulatory landscape while consistently exceeding client expectations.

We focus on building authentic connections, collaboration and growth, both with our clients and colleagues with over 300 years’ experience, bringing together financial experts from across London, East Anglia & Southeast England. We have more than 1000 accountancy professionals across our 17+ offices and advise businesses, government and public sector organisations and individuals in the UK and internationally across seven principal practice groups: Accountancy & Advisory, Tax and Planning, Audit Services, Corporate Finance, Digital Solutions, Payroll and Financial Planning.

We have invested continuously in technology and gained in-depth knowledge across a broad range of markets, growing through acquisitions and private investment. We offer an exceptional service to our clients, with access to our sector experts to develop the strategy that will help them reach their goals. We keep a finger on the industry pulse, so our clients receive the best short to medium and long-term advice.

Purpose Of The Role

The Operations team is based in London and provides support to over 30 Partners and 200 staff in the London office. We are looking for a hardworking, outgoing, smart, and proactive person to join our team. The successful candidate will work together with our existing team, sharing all duties and continuing to provide the high quality level of service our fee earners are used to.

Accountabilities

This role covers a wide range of tasks that go into supporting the smooth operation of the business on a day-to-day basis, focusing on the administration of the clients we serve.

• Welcoming guests in a professional and friendly manner
• Managing incoming calls, forwarding to the relevant departments and taking messages
• Managing the reception area and meeting rooms, ensuring all spaces are kept clean, organised, presentable, and fully prepared for visitors
• Supporting meetings, for example calendar management, providing refreshments, preparing lunch requirements and event coordinating
• Ensuring stationery, hospitality, breakfast, and sanitary supplies are in place and well stocked
• Assisting and preparing for an upcoming office move
• Sorting, scanning, and profiling of daily post on our online post software as well as organising outgoing post.
• Ensuring copiers have paper (This may include some lifting)
• Ensuring the office is kept in a tidy manner
• Monitoring UHY’s ticketing system and responding to any tickets raised
• Changing room lay-outs in our Training Room
• Filing and Archiving
• Occasionally filling and emptying the dishwasher

Skills/Qualifications

The role demands excellent organisational skills and a strong understanding of service delivery in a financial services organisation to drive efficiency and enhance client service delivery.

You will have the skills and ability to prioritise your own workload whilst maintaining high attention to detail. You will be a natural relationship builder with exceptional communication skills. Flexibility and ambiguity as well as possessing the ability to take own initiative and demonstrate good judgement are key skills required within this position.

Experience

• Previous experience is helpful but not essential. However, the ability to communicate clearly (written and verbally) and show initiative is key. The successful candidate needs to be interested to learn new things and be willing to work in a diverse and exciting role where no two days are the same.

Client Services Focussed

• Proven experience of being reliable and responsive (Essential)
• Be able to actively listen to the client and ensure that you understand their questions and requirements (Essential)
• Flexibility and willingness to go beyond the Job Description (Essential)
• Good problem-solving skills

Professional Competence

• Acting positively as an ambassador of Affinia
• Keen to learn and develop
• Good communication skills, with the ability to communicate with all levels of seniority
• Experience with Microsoft applications
• Ability and willingness to acquire new skills to the requirements of the position through “on the job” training
• Good and accurate typing skills
• Self-motivated, anticipating issues before they arise and/or resolving issues using knowledge and experience
• Experience of working in an accountancy practice is desirable, but not essential
• Minimum five GSCEs at grade 4/5 (C) and/or above including Maths and English.
• This role is not remote and is 100% office based
• Hours are 37.5 hours per week (Monday – Friday)

Core Benefits

• . Opportunity to purchase 3 extra days holiday per year
• . Professional membership support
• . Paycare – claim money back for Dental / Optical / Professional Therapies
• . Dress for your Diary Policy

Please note that this job profile is not an exhaustive list of duties but merely an outline of the key components of the role. You may be required by your line manager to take on additional responsibilities when requested.

Affinia is committed to being an Equal Opportunity Employer. Our policy is unequivocal: we do not tolerate discrimination based on age, disability, sex, race, religion, or belief, gender reassignment, marriage or civil partnership, pregnancy, or maternity, or sexual orientation. We pride ourselves on being an inclusive organisation that actively promotes equality of opportunity for all, valuing the right mix of talent, skills, and potential. We welcome applications from a diverse range of candidates, and selection for roles is based solely on individual merit.