Receptionist/clerical assistant

Forrester Sylvester mackett; Malmesbury; On-site; GBP 40,000 - 60,000; Part time

Job summary

A local firm in Malmesbury seeks a Receptionist to provide cover and administrative support. Key duties include managing visitors, handling calls, mail preparation, and maintaining the reception area. Ideal candidates will demonstrate strong organizational skills, a good telephone manner, and the ability to communicate effectively with staff and visitors. This role requires attention to detail and good teamwork. Competitive benefits include holiday entitlement.

Benefits

28 days holiday pro-rata

Public holidays

Responsibilities

• Provide reception cover and administrative support.
• Deal with visitors and take messages.
• Maintain reception area and library.
• Prepare and sort post and mail.
• File storage and retrieval tasks.
• Support other departments as needed.

Skills

Organisational ability

Good telephone manner

Ability to communicate with visitors and staff

Ability to work as part of a team

Attention to detail

Excellent presentation

Job description

Hours: Monday 9am-5pm, Tuesday, Wednesday, Thursday and Friday 1:00pm - 5pm Total hours = 23 or Monday 9am -5pm, Tuesday, Wednesday, Thursday and Friday 10:00am - 2:00pm - Total hours= 23

You should also be able to work full time to cover holidays

Holiday:28 days pro rata in addition to public holidays

Job purpose

To provide reception cover and administrative support.

Key responsibilities and accountabilities

• Reception – tasks shared with Receptionist
• 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.
• Mail – Preparing the post to be sent out either through the Post Office or courier.
• Taking Recorded Delivery mail to the Post Office and delivering hand deliveries in the town when required.
• File Storage and Retrieval – Preparing files for storage and retrieving stored files and updating the computer system.
• Deeds – Maintaining, storing and retrieving deeds from store. Scheduling, inputting and maintaining the database for the deeds on the computer system.
• Other Duties
  • 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.
  • Keeping photocopier area tidy, fill paper trays etc.
  • Carrying out all other general reception duties.
  • General filing, photocopying 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.

Skills

• Organisational ability.
• Good telephone manner.
• Ability to communicate with all visitors and staff.
• Ability to work as part of a team.
• Attention to detail.
• Excellent presentation.