· Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)
· Forward electronic faxes to recipients within the office following the firms fax policy
· Meet and assist all clients and other visitors – record details of persons visiting
· Set up Lap-top and Lite-pro as and when needed
· Organise swearing of oaths
· Responsible for catering and refreshments for various occasions, ranging from:
- Client/internal meetings
- Client events
- Staff parties
· Responsible for catering for various functions, including:
- Tea, coffee and biscuits
- Lunches (conforming to internal or external standards when selecting the supplier)
- Breakfasts (as above)
- Alcohol and food, equipment hire etc.
- The above functions would usually be at the request of someone within the firm who would outline their requirements or seek advice
· Manage the meeting rooms including:
- Ensure the meeting rooms are of the highest standards including preparing/clearing the room
- Notify office manager of any repairs required
- Adhere to checklist
- Time management is a key skill for the team as meetings/events etc. have to be prepared, delivered and cleared on time set by the organiser
- Replenish the fridge located near reception with bottles of water and glasses throughout and at the end of the day
· Manage the dishwashers:
- Load and unload the dishwashers throughout the day as necessary to ensure sufficient clean crockery is available
· Manage stock control
- Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed
· Manage team records:
- Keep logs of all duties, tea and coffee, lunches etc. which must be entered onto the spreadsheets on the shared drive
· Assist with distribution of milk to all floors
· Opening and sorting incoming mail each morning
· Date stamp all mail and cheques before sorting into departments
· Distribute mail to relevant departments
· Record all special and recorded mail – obtain a signature when passing it to the recipient
· Check all empty envelopes from the morning incoming post before disposal
· Record all items delivered into the office throughout the day by courier/clients – pass to the recipient promptly and obtain a signature
· Assist with local hand deliveries
· Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail/DX
· Comply with the firm’s policies including, but not limited to, quality procedures and H&S policies as set out in the office manuals on the intranet
· Participate in training and appraisal schemes
· Ensure the confidentiality and security of all firm and clients’ documentation or information
· Undertaking such other duties as may be allocated from time to time
There is the possibility that members of the team will be asked to cover a different shift or come in early / stay later to cover a meeting or seminar before 8.00am or after 5.30pm.
The responsibilities on this job description are not exhaustive and on occasion there may be ad hoc requests to deal with. |