Reception Administrator

IBB offers all its staff exceptional opportunities in an exciting and supportive working environment.  Our culture encourages our individuals to develop expertise and eminence in their own professional area.  To do this requires the hard work and dedication of leading individuals throughout our Business Support teams.

As West London’s leading law firm, IBB enjoys a reputation for representing significant clients in complex legal matters. We are always looking for talented individuals with the ability, integrity, and initiative necessary to maintain these qualities and to ensure that our firm continues to be a stimulating and rewarding place to work.

What we look for

As a growing firm, we recruit professional business support staff at all levels.  We look for individuals who

• flourish in a challenging professional environment
• actively seek to add value in all that they do
• are eager to work hard, learn new skills and take ownership of their career
• embrace the ethos of IBB and share our core values
• have a record of academic excellence and personal achievement
• are excited about the prospect of being a part of IBB

We value the skills, knowledge, expertise and relationships that quality individuals bring to the firm.  At the same time, we are sensitive to the challenges involved in making a transition to a new firm, and we therefore invest considerable time and resources to facilitate your integration in to the firm.

The administrative team are responsible for providing administrative support to the Private Client teams based at The Bury, Chesham.  This includes front of house reception duties and general administrative and document management tasks to assist the private client teams in their fee-earning.

To provide a high quality administrative support service to the Private Client teams and their clients in line with the firm’s standards of performance

Reception

• Responsibility for Front of House service delivery including, but not limited to answering telephone calls (internal and external), hospitality and meeting and greeting of clients and visitors to the building.
• Maintaining electronic and hard copy diary bookings, maintenance of booking system for meeting rooms.
• To take calls from the switchboard during busy periods
• Setting up and maintenance of clean, clutter free Reception and meeting rooms and carrying out checks to ensure all areas have been cleaned, tidied and stationery fully stocked.
• Monitoring of cleaning to front of house and liaising with cleaning contractor through communications book.
• Organising courier collections/taxi bookings and reconciling relevant invoices
• Recording of all hand delivered items and arranging delivery to relevant fee-earner
• Recording external visitors to the building (other than clients) and informing staff via e-mail of their presence in the building.
•  Daily notification via e-mail of available Partners as signatories.
• Organising lunches for internal and client meetings as required. Occasional collection of orders if required.
• Processing of credit/debit card payments, notifying fee-earner/Accounts/Credit Control and keeping central register of transaction.
• Ensuring visitor departures from the building ae logged.
• Keeping safe custody of the Disaster Recovery Plan (DRP)
• Assuming responsibility for Fire Warden position for ground floor area.
• Will Sewing and entry of Wills/Deeds onto the Record Management System (RMS)
• Sending faxes and occasional photocopying for fee-earners on reception printer.
• Ordering of sundries, i.e. catering and vending supplies, beverages for office, maintaining stock control
• Assisting with AV, conference call and voicemail set up
• Labelling of outgoing post and electronic entry onto Royal Mail OBA (on line business account).

Administrator

•  Collection of post/accounts items from internal trays x 5 daily
•  Occasional assistance with opening, date stamping and distribution of incoming mail.
• Occasional afternoon banking of incoming cheques
• Sorting of outgoing mail into DX/RM deliveries and assisting with entry onto OBA and DX collection
• Document management tasks to include photocopying, prepping for scanning, scanning, binding, pdf printing etc.
• Retrieval of archived files, wills and deeds stored on site as requested through the Record Management System (RMS) and appropriate recording on PMS
• Maintenance and processing of work flow sent through to CHAdmin mailbox

Education

• Ideally educated to a minimum GCE O level / GCSE standard (or equivalent) with a grade A - C in English Language
• NVQ/SVQ in Customer Service or Business and Administration (desirable)

Skills and Experience

• Previous experience working as a Receptionist / Administrator within an office or similar environment (essential)
• Experience of working in a law firm (desirable)
• Polished communication (written and verbal) skills
• Confident, friendly, polite and calm manner when dealing with people over the telephone and face to face
• Ability to prioritise, show initiative and be self-motivated
• Enjoy interacting within a team environment, but also ability to work alone and at times with little supervision 
• Well organised and able to work to deadlines
• Ability to demonstrate a commercial awareness and professionalism at all times
• Basic computer literacy with Microsoft Word, Outlook and Excel
• Strong numeracy skills
• Adherence to IBB quality standards and Core Competencies