Administrator/Receptionist

Job Summary:

We are seeking a highly organized and professional Administrator/Receptionist to a Chesterfield town centre business. The ideal candidate will be the first point of contact for clients, both over the phone and in person, and will support the team by managing client files, handling enquiries, and overseeing diary management. This role requires excellent communication skills, strong attention to detail, and the ability to work efficiently in a busy office environment.

Key Responsibilities:

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Reception Duties:

* Answer and direct incoming phone calls in a professional and courteous manner.

* Greet visitors and clients, ensuring they feel welcomed and attended to.

* Manage the practice’s general email inbox and respond to or forward enquiries as appropriate.

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Client File Management:

* Set up and maintain new client files, ensuring that all necessary documents and records are accurate and up-to-date.

* Manage physical and digital filing systems, ensuring confidentiality and GDPR compliance.

* Update client information in practice management software as needed.

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Enquiries and Client Support:

* Handle general enquiries from clients, providing accurate information or directing them to the appropriate team member.

* Liaise with clients to obtain documents

* Assist with follow-up communications and reminder emails to clients regarding appointments or required documentation.

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Diary and Appointment Management:

* Manage the office calendar, scheduling meetings, appointments, and client consultations

* Coordinate internal meetings and assist in booking conference rooms or setting up virtual meetings.

* Provide reminders for important deadlines or events related to client work.

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General Administrative Support:

* Perform basic office duties, including scanning, photocopying, mailing, and ordering supplies.

* Assist with maintaining office procedures, ensuring the smooth running of daily operations.

* Support the team with ad-hoc administrative tasks as required.

Skills & Qualifications:

* Proven experience in a receptionist or administrative role

* Excellent telephone manner and communication skills, both written and verbal.

* Strong organizational skills with the ability to prioritize tasks and meet deadlines.

* Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with office management software.

* Ability to handle confidential information with discretion.

* Friendly, professional, and confident in dealing with clients