Our client are an established and leading Law firm, based in York City Centre. They are looking for a Client Services Assistant to join their team on a permanent basis.
The purpose of the role is to provide an effective and efficient telephone and reception service to all callers to and members of the Company.
Duties include:
Telephone
- To respond to enquiries from all callers to the Company's telephone service.
- To provide accurate information to callers on the departments and activities within the Company.
- To provide information on specific services operated by the Company.
- To distribute calls accurately and efficiently to others within the Company
- To retrieve messages left on the system overnight and forward on
- Arranging appointments for appropriate staff to "swear" documents
Reception
- To attend to clients who have appointments/do not have appointments
- To attend to deliveries left with reception as appropriate
- To ensure fax machine is in good working order
- To manage distribution of incoming faxes, ensuring they reach the correct destination asap.
- To take payments from clients in accordance with the Cash Handling Policy
- To book interview rooms on the IT system as required
- To send and receive emails
- To search for client information on database as and when required
- Advise HR of daily sickness
- Ensure reception area is always tidy and welcoming
- To be responsible for locking the front door at the official closing time and opening in the morning
In addition:
- Archiving
- Ordering train tickets
- Taking swear fees
- Ordering couriers
- Using the paging system
- Witnessing documents
- Updating Fire Head Count List/procedure to follow in case of fire
- Carry out the weekly tests of fire alarm and panic alarm
- Preparation of files for scanning
- Manage the Advice inbox and distribute emails accordingly
- To make appropriate recommendations for service improvement
- To attend training/refresher courses as required by the Department Head
- To attend department meetings as required
- To co-operate and take part in all Company policies and procedures
- To undertake any other appropriate duties as may be required.
N.B This job description will be reviewed annually and amended in consultation with the post holder
xx This role is full-time office based and required walking up a few flights of stairs daily. xx