Receptionist & Administrative Assistant

Primarily based at: Gateshead

Supervised by: a Partner

Full time or part time will be considered.

Overview

Ben Hoare Bell LLP is a well-established legal practice operating from three offices in Sunderland, Newcastle and Gateshead. The firm is in the process of opening a fourth office in Carlisle. The firm has 9 Partners.

The firm has a strong ethical base and wishes to remain committed to operating within the publicly funded area of legal work, offering a high-quality service to people regardless of means.

The Gateshead office is a small but busy office mainly doing Family law work. Incoming calls are handled by receptionists across all offices. There is an element of administrative work involved in both reception tasks and with fee earners in the family department.

Although this post is likely to be based in Gateshead the post holder is expected to work from any office used by Ben Hoare Bell LLP.

• To undertake work on reception and deal with clients and third parties face to face and on the telephone.
• To undertake other administrative and departmental tasks.

• To undertake a full range of administrative tasks relating to case files.
• To comply with the firms file management and file organisation procedures.
• To record messages and to ensure that the relevant fee earner receives information in a relevant and timely manner.
• To deal with incoming and outgoing post in an efficient manner.

• To deal with a range of individuals and agencies in a friendly and efficient manner.
• To give and obtain relevant information subject to the duty of confidentiality to the client.
• To deal with clients in a friendly, sensitive and efficient manner.

• To work with the firm's case management system including data input for client and matter details, recording fee earner time where relevant and processing files to be archived and destroyed.

This job description is not intended to be a complete and detailed statement of the responsibilities of the post.

This person specification is an outline of the competences required for this post. Other skills may be used.

• Evidence of a good level of academic ability in Maths and English (essential). This usually includes evidence of at least Grade C/4 at GCSE Maths and English.

• Experience of work in an office environment or of work in contact with the public (desirable).

• Excellent communication (written and oral).
• Computer literate with experience in Microsoft Office.
• Ability to work to tight deadlines.
• Ability to work as a team member.
• Good time management and ability to prioritise competing demands.
• Good interpersonal skills including good telephone manner.

• Understanding of and sympathy with the ethical principles of the firm.
• Resilience.
• Willingness to participate in the day to day running of an office.
• Willingness to work independently and as part of a team.