Front of House / Administrative Assistant

We are seeking a Reception & Administrative Assistant to be the welcoming first point of contact for Chambers and to support the smooth running of day-to-day operations. This role combines front-of-house duties (reception, conference support, greeting visitors) with a wide range of administrative tasks in support of the Senior Administrative Assistant and senior leadership team.

Administration / Front of House / Reception

• Reception upkeep – keep the reception area tidy and presentable, ensure signage and literature are up to date.

• PA and concierge work – assist the members and senior leadership team with PA requirements as time allows. Booking lunches, coffees, taxis and travel arrangements for members and the staff team.

• Provide and coordinate reception cover to ensure smooth front-of-house operations.

• Answer and direct calls, including taking messages where necessary.

• Prepare/ book the conference rooms and provide refreshments for conferences and meetings.

• Set up conference rooms for internal events, lunches and meetings.

• Stock control – in conjunction with Junior Clerk and Senior Administrative Assistant, monitor and replenish front-of-house stationery, refreshment supplies and printed materials.

• Maintain kitchen and refreshment supplies, including organising weekly milk and water deliveries, Nespresso pod recycling collections, and a Monday morning check of coffee, tea and biscuit stocks.

• Ensure that all deliveries that arrive at reception are given to the appropriate person/ notify members their delivery has arrived.

• Assist the Junior Clerk with arranging couriers for collections and deliveries.

• Arrange for taxis and cars for visitors, members and staff as required.

• Undertake any other administrative related duties (i.e. hotel/travel bookings, photocopying, filing, supplier deliveries & collections etc.) as and when required.

• Support the COO, Head of Finance and Senior Administrative Assistant during absences.

• Preparing welcome packs and inducting new members, pupils and members of staff.

• Assist the COO, Finance Manager and Senior Administrative Assistant with administration and operational tasks as required.

• Work alongside COO, Finance Manager and Senior Administrative Assistant to assist with HR related administration e.g. maintain records, organise training.

• Assist with basic financial and HR administration as directed by the COO, Finance Manager and Senior Administrative Assistant.

• Along with the Marketing Assistant organise events for Chambers including Easter and Summer lunches.

• Liaise and assist the Senior Clerk as required.

• Holiday/absence cover – provide cover for the Senior Administrative Assistant when they are out of the office.

IT

• Booking, scheduling and arranging Zoom and Teams meetings and, if necessary, on other remote platforms.

• Assist members and staff with IT issues.

• Liaise with our offsite IT consultants (Quiss) to further support member and staff IT issues.

• Greet and assist IT engineer on bi-weekly visits and supervise when visiting member’s rooms.

• Setting up the video conferring suite / connecting laptops to VC suite for remote meetings.

• Assisting members with IT issues should they occur during meeting e.g. sound stops working or needs to screen share.

• Setting up/ troubleshooting issues with member and staff phones (mobile and landline).

Pupillage

• Assisting the Finance Manager and Senior Administrative Assistant with pupillage coordinator duties, such as

• Assisting with creation of interview bundles.

• Pupillage open evening – working with the pupillage committee to organise pupillage open evening including making invitation, circulating to universities.

Mini pupillage

• Welcome and greet mini pupils at reception.

• Scan and securely file signed mini-pupillage NDA documents.

Chambers/ Building Management

• Facilities – liaise with and greet attendants from the Inn and third-party contractors, supervise access to members’ rooms.

• Alongside the Junior clerk, do regular building checks.

• Reporting building problems to the Inn and keeping a log.

• Manage Chambers physical security systems (keys, fobs, alarm panels).

• Assist COO and Office Manager with Fire Safety administration e.g. keep records and risk assessments up to date, organise fire drills with the Inn every 6 months.

• Collate/ submit chambers electricity meter readings to energy provider (EDF).

• Working with COO and Finance Manager to organise chambers renovation works

• Liaising with cleaners/ cleaning team to ensure standards of cleaning are met.

• Assisting the junior clerk with members moving rooms and shredding collections.

Marketing and Events

• Assist the Marketing Manager with internal and external events e.g. name badges.