Receptionist/clerical assistant

Allscreens Nationwide Ltd; Chippenham; On-site; GBP 12,000 - 17,000; Part time

Job summary

Allscreens Nationwide Ltd in Chippenham is seeking a receptionist to provide cover and administrative support in a busy office environment. The role is 20 hours per week, Monday to Friday 1:00pm–5:00pm, with the possibility of full-time cover during the current receptionist’s holiday.

Key duties include handling calls, greeting visitors, post handling, file storage, general clerical tasks and supporting other staff as needed.

Qualifications

• Provide reception cover and administrative support.

Responsibilities

• Putting calls through to relevant person or taking messages as appropriate.
• Dealing with visitors.
• Date stamping hand delivered post for distribution.
• Sorting incoming faxes for distribution and notifying staff when a fax has arrived.
• Making appointments when secretaries are not available.
• Forward details of voicemail messages to the appropriate recipient.
• Maintain reception area, library and interview room. Keep tidy including restocking of marketing material when necessary.
• Preparing the post to be sent out.
• Taking Recorded Delivery mail to the Post Office and delivering hand deliveries in the town when required.
• Preparing files for storage and retrieving stored files and updating the computer system.
• Maintaining, storing and retrieving deeds from store.
• Scheduling, inputting and maintaining the database for the deeds on the computer system.
• Making refreshments for visitors or meetings as requested.
• Shredding of confidential documents as and when requested including recording of destruction.
• Purchasing items for the office such as milk and weekly papers.
• Bind documents and plans on request.
• Carrying out all other general reception duties.
• When covering in Reception for the sickness or holiday leave of the main receptionist, carrying out all the duties normally carried out by that person.
• Produce rota for reception cover when required.
• General filing, photocopying, scanning and other duties as required by other members of staff.
• Administrative tasks as required by Office Manager/Fee Earners and Partners.
• Setting up for variety of meetings providing seating or refreshments, flip charts etc as requested.
• Fire safety checks
• Supporting other departments as and when required.

Job description

Hours:

Monday to Friday 1.00pm - 5pm (20 hours)

Must be able to provide full time cover during receptionists holiday.

Job purpose:

To provide reception cover and administrative support.

Key responsibilities and accountabilities:

Reception – tasks shared with Receptionist

• 1. Putting calls through to relevant person or taking messages as appropriate.
• 2. Dealing with visitors.
• 3. Date stamping hand delivered post for distribution.
• 4. Sorting incoming faxes for distribution and notifying staff when a fax has arrived.
• 5. Making appointments when secretaries are not available.
• 6. Forward details of voicemail messages to the appropriate recipient.
• 7. Maintain reception area, library and interview room. Keep tidy including restocking of marketing material when necessary.

Mail

• 1. Preparing the post to be sent out.
• 2. Taking Recorded Delivery mail to the Post Office and delivering hand deliveries in the town when required.

File Storage and Retrieval

• 1. Preparing files for storage and retrieving stored files and updating the computer system.

Deeds

• 1. Maintaining, storing and retrieving deeds from store.
• 2. Scheduling, inputting and maintaining the database for the deeds on the computer system.

Other Duties

• 1. Making refreshments for visitors or meetings as requested.
• 2. Shredding of confidential documents as and when requested including recording of destruction.
• 3. Purchasing items for the office such as milk and weekly papers.
• 4. Bind documents and plans on request.
• 6. Carrying out all other general reception duties.
• 7. When covering in Reception for the sickness or holiday leave of the main receptionist, carrying out all the duties normally carried out by that person.
• 8. Produce rota for reception cover when required.
• 9. General filing, photocopying, scanning and other duties as required by other members of staff.
• 10. Administrative tasks as required by Office Manager/Fee Earners and Partners.
• 11. Setting up for variety of meetings providing seating or refreshments, flip charts etc as requested.
• 12. Fire safety checks
• 13. Supporting other departments as and when required.