RECEPTIONIST

Receptionist (Ref 1745) 3 Verulam Buildings £37,500 - £40,000 3 Verulam Buildings is a leading barristers’ chambers providing specialist advocacy and advisory services worldwide, specialising in commercial and financial litigation dispute resolution, international arbitration and public international law worldwide. Its legal excellence and the quality of service provided to its clients are praised in the leading law directories. Chambers are seeking to employ a Receptionist. Reporting to the Chambers Aministrators, it is a great opportunity to work in a fast-paced, challenging environment in a leading Barristers Chambers. A. Responsibility Your responsibilities are joint with the other receptionists in chambers and, subject to the supervision of the Chambers Administrator are the following: 1. Switchboard operation 2. Reception area 3. Conferences and Seminars in Chambers 4. General Duties B. Over-arching Principles B.1 You will report to the Chambers Administrator day to day. B.2 You are responsible for providing a first class professional and business-like receptionist service to: (a) clients and potential clients of Chambers; and (b) each member of Chambers. B.3 You will promote the interests of Chambers and of each of its individual members in all dealings with clients of Chambers or other external parties, and you will always be looking for opportunities to assist in doing so. B.4 You will work with all other members of Chambers and staff and treat them fairly and without discrimination. B.5 You will be expected to ensure that such goals and targets as may be set (in consultation with you) for you from time to time are achieved, and to contribute to the general goals and targets which Chambers may adopt. B.6 You will be expected to comply with all relevant Chambers policies and procedures in force from time to time, including those relating to Equal Opportunities, Fair Access to Work and Client Care. C. Specific Responsibilities Switchboard On behalf of all members of Chambers and staff, you will: 1.1 Always project a professional, friendly and efficient view of Chambers in carrying out all your duties, particularly in relation to handling telephone calls. 1.2 You will be expected to be familiar with Chambers’ telephone and IT platforms necessary to carry out your responsibilities as a senior receptionist in an efficient manner. 1.3 You should handle all callers, internal and external, promptly and ascertain all necessary information needed by the recipient before passing callers through to their destination (see “Reception Checklist” below). Where it is necessary to take messages, these should be detailed, giving names, organisation, dates, times and a return contact number in addition to any message. 1.4 If you are unable to receive calls (e.g., due to a lunch break) or fulfil any other of your duties, (e.g., due to a sick absence) you must arrange for a colleague to cover you and inform the Chambers Administrator of what you have done to provide satisfactory cover. 1.5 You will be expected to be familiar with the broad areas of the business of chambers and to know its members and their whereabouts, together with any specific requests in how to handle calls. Reception 2.1 You must maintain a tidy and orderly reception area. In addition, you must act in an appropriate manner consistent with the over-arching principles above when clients are in the reception area. 2.2 You should welcome all visitors to Chambers, ensuring they are comfortable and seated, and offered refreshments, if they are to be kept waiting. 2.3 In the event of a client complaint, you will inform the Chambers Director immediately so that the matter can be dealt with in accordance with Chambers’ complaints procedures from time to time in force. 2.4 You will comply with chambers’ Care procedures for the time being in force and will all instructions in relation to client, care given by the senior staff insofar as they pertain to the receptionist areas of responsibility. Conferences and Seminars in Chambers 3.1 With support from the Housekeeper, you will be expected to oversee the day-to-day management of the Seminar Room and Conference Rooms in accordance with any policies and procedures in force from time to time, including the following: 3.1.1 Confirming the details and attendees, such details to be passed to the member concerned. 3.1.2 Managing bookings of the rooms as appropriate to demand. 3.1.3 Arranging for Housekeeping, or in the Housekeepers absence (or otherwise unavailability) to prepare the rooms in advance of, and clearing and resetting the rooms after, any conference or seminar. 3.1.4 Overseeing the Housekeepers’ ordering and maintaining of supplies of general refreshments and keeping the kitchen areas stocked and tidy. 3.1.5 Ordering and serving refreshments for conferences, including where requested light lunches. General Duties 4.1 You will comply with all relevant plans and procedures which are in place from time to time in relation to good practice management and the operation of chambers, including: 4.1.1 The opening hours, staffing and operation of Chambers. 4.1.2 Maintaining confidentiality on all matters relating to the business of chambers and its members. 4.2 You will comply with all requirements and recommendations of the Bar Council relevant to your responsibilities, whether contained in the BSB Handbook or elsewhere, and with all other legal and regulatory requirements relevant to your responsibilities. 4.3 You will ensure that your desk is kept tidy and presentable throughout the day. 4.4 You will undertake such other tasks and responsibilities as you may be reasonably asked by the senior staff to assist in the achievement of the over-arching principles set out above. 4.5 You will attend such events and course and undertake such learning as may reasonably be asked of you to increase your skills or enable you better to discharge your responsibilities. Reception Checklist Etiquette * Ensure all visitors to chambers are dealt with in a polite and professional manner * When clients arrive for conferences, ensure they are booked in, without fail, and seated in the waiting room. * Always offer to take client’s coat/bag etc. and offer refreshments if you think that the client will have to wait a short while for their appointment. * When answering calls, do so in a timely manner and ensure you greet the caller appropriately: “3 Verulam Buildings, good morning/afternoon/evening,” will suffice. * Ensure you deal with the caller’s requests promptly and professionally. If you are unsure what is being asked, consult the appropriate member of staff (i.e. if it’s in relation to a barrister, consult a clerk. IT/sales etc., consult a member of the admin team). * Always take a note of the caller’s full name, firm or organisation (if appropriate) and the nature of their query. Do not say to the intended recipient that you did not catch the caller’s name or the name of their business or organisation. * When putting calls through to clerks, please tell them the information you have gathered, including the nature of the query, before you transfer the call. Wait for the clerk to confirm he or she is ready to take the call before you transfer it * If reception is going to be left vacant at any time, let the Head of Finance & Operations know. * If you cannot leave reception to make drinks (a number of attendees yet to arrive etc.) call Housekeeping and ask them to assist. Facilities * Maintain the Chambers phone list and circulate updated versions to members and staff as necessary. * Carry out a weekly test on all conference phones to ensure they are working correctly. Raise any issues with IT Overseeing the Housekeeper(s) dayto-day role to ensure that; Conference rooms are appropriately stocked with pads, pens, pencils (sharpened) biscuits, water, coffee, tissues and any other key items. If the weather is warm, AC is on in rooms you know will be in use imminently. Pictures, mirrors, lamp shades, award trophies, brochures, newspapers and journals are in presentable order in Reception and meeting rooms. Furniture in reception and in the Conference rooms must also be similarly presentable at all times. the general stock levels of tea, coffee, hand towels and biscuits are sufficient and re-order as appropriate. Accurate records of purchases must be made. Milk stock levels must also be maintained and delivery as and when needed After meetings/conferences – rooms cleared asap in case impromptu meetings arrive. This includes the waiting area. Furniture is checked regularly (loose handles etc.) and problems reported to the Chambers Administrator stained or chipped crockery/glasses are thrown away and reordered as necessary after internal events, all furniture has been put back and all IT equipment is reconnected and correctly working. The hours are Monday to Friday 9:00am to 6:00pm with one hour for lunch and 25 days paid annual leave. Other staff benefits are also provided