Administrative Assistance / Receptionist (Legal)

Role Overview

This Administration Assistant and Receptionist keeps the firm’s front desk and everyday office processes running smoothly. The role combines welcoming visitors and managing calls with careful handling of correspondence, legal documents and records, while providing practical support to the Office Administrator and wider team.

Key Responsibilities

• Welcome clients and visitors, direct them to the right people, and keep the reception area tidy and presentable.
• Operate the switchboard, handle incoming and outgoing calls, respond to routine enquiries, and record relevant messages and contact details.
• Receive, log, sort and distribute mail, legal documents and other correspondence in line with established procedures; track outgoing correspondence and dispatched cheques.
• Monitor the firm’s main email inbox, answer routine queries and route messages to the appropriate colleagues or departments.
• Provide clerical support through filing, data entry, word processing, document preparation and records maintenance.
• Arrange appointments and meetings, book rooms, prepare refreshments and take minutes when requested.
• Help maintain office operations by monitoring supplies, coordinating orders and deliveries, and assisting with office equipment and facilities.
• Support approved supplier payments, licence renewals, travel and accommodation bookings, and other administrative tasks as assigned.

Requirements & Qualifications

• Diploma in Secretarial Studies, Business Administration or another business-related discipline.
• Fluent English, with strong written and spoken communication skills.
• Good organisational and time-management skills, with care and accuracy when handling documents, messages and records.
• Professional interpersonal skills, discretion and the ability to protect confidential information.
• Ability to manage competing tasks under pressure, work independently with minimal supervision and raise matters requiring management attention.