Receptionist

About Withersworldwide

A law firm focused on people and collaboration. For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives. We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first. Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

The Role

Receiving visitors and ensuring the needs of clients, both external and internal, are provided for promptly and politely, whether on the phone, by e-mail or face to face. Supporting fee earners and other staff with administrative and secretarial assistance.

Areas of Focus and Responsibilities

Front of house

• Understanding the nature of a law firm whose clients expect excellent service and being attended to in a highly courteous, professional and discreet manner.
• Ensuring front of house is ready to receive clients at all times.
• Welcoming clients and firm contacts, taking their coats and announcing them to Withers personnel and providing refreshments etc.
• Managing conference rooms and agendas, including video-conference facilities.
• Handling incoming calls and communicating messages.
• When required, assisting in the organisation and running of internal events.
• Organising the sending and distribution of mail.
• Making flight reservations, hotel bookings and other travel arrangements for the staff and visiting members of the firm and sometimes clients as well.
• Floor walking and ensuring machines such as fax, telephones, photocopier and printers as well as lights and other office devices are in working order.

Administrative assistance

• Ordering and managing office supplies (such as stationery, refreshments, etc) and handling deliveries.
• Liaising with external service providers.
• Managing safe, i.e. placing/removing original documents in/from safe further to secretary's request and yearly control of safe content.
• If needed going to the Post office and other small errands outside the office

Ad hoc duties

• Assisting the Office Manager, and secretarial staff with any other tasks upon request.

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content and requirements for the performance of this job and, as such, the role may include the undertaking of additional tasks as required.

Key Skills and Experience

Qualification

• Educated to higher secondary level or equivalent
• Fluent in English.

Experience

• Past experience in hospitality, whether in a law firm, private company or hotel industry.

Work Competencies

• Excellent communication and interpersonal skills.
• Ability to multi-task, organised and good at prioritising.
• Good sense of initiative and proactive in carrying out tasks.
• Strong attention to detail.
• Computer literate (essentially, Word, Excel and Outlook) and fast learner.
• Able to work independently and a team player.

Personality/character

• Enthusiastic, willing to help and service-orientated.
• Involved in the work and ready to take on new tasks.
• Friendly and open.
• Calm and resistant to stress.
• Flexible.

The Essentials

• Working hours: 10.00-19.00 with one hour lunch break
• This is a full-time role
• 90-calendar day probation period
• Notice period dependent on the length of service

For further information, please contact the recruitment team.

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability

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