PA to Head of Chambers and Chambers Director & Front of House Assistant

Salary - circa £18k depending on experience

St Philips Chambers

https://st-philips.com/

Birmingham

Deadline: 26th July 2019 12:00 am

PA to Head of Chambers and Chambers Director

St Philips Chambers is a multi disciplinary set of 150 barristers with offices in Birmingham and Leeds. We currently have a vacancy for the above role to join our team based in Birmingham. If you feel that you have the necessary skills and experience to fulfill this role (see attached job description) please send a written application (covering letter and CV) to HR, either by post or by email to: humanresources@st-philips.com

If you would like to discuss this role further, please contact Joe Wilson on 0121 246 7000

Closing date – 26/07/2019

St Philips Chambers is an Equal Opportunities Employer

Front of House / Admin Assistant

St Philips is an award winning multi-disciplinary set of barristers, widely recognised as one of the most forward-looking chambers in the UK. We currently have a vacancy for the above role to join our team based in Birmingham. If you feel that you have the necessary skills and experience to fulfill this role (see attached job description) please send a written application (covering letter and CV) to Juliette Print, Chambers Administrator, either by post or by email to:  humanresources@st-philips.com

Experience in working in the legal sector or other professional services environment would be desirable.

If you would like to discuss this role further, please contact Juliette Print on 0121 246 7000

Closing date – Friday 26th July 2019.

St Philips Chambers is an Equal Opportunities Employer

Job Description – Front of House / Admin Assistant

Reporting to: Head of HR & Administration

Key Skills and Experience

  • Excellent time management
  • Excellent presentation
  • Excellent communication skills (including face to face, telephone and written communication)
  • Enthusiastic and confident
  • Thorough and self-motivated
  • Professional and flexible
  • Outgoing and confident personality
  • Good interpersonal skills to liaise with internal and external clients
  • Excellent attention to detail
  • Ability to multi-task and work to deadlines
  • Desire to progress within their role & St Philips Chambers
  • High proficiency and or aptitude in Microsoft Windows operating system; MS Word; MS Excel; MS PowerPoint; MS Outlook
  • Experience working within the legal sector (desirable)
  • Experience working with a switchboard in a Reception / Front of House environment (essential)
  • Ability to work independently and as part of a team
  • Ability to forward think and plan ahead

Your Role

Telephone Answering & other communication

  • All telephones to be answered to the standards as set out in the Reception Standards Document
  • All communication to clerks@ and enquiries@ to be disseminated to the appropriate person at St Philips Chambers as soon as it is received
  • Meet & Greet all visiting clients
  • Ensure all visitors are welcomed and their needs met efficiently and courteously
  • All clients to be advised of any delays in their conference and assisted in any rearranging of meeting times necessary
  • Meet & Greet all Mini Pupils, completing the database once the Confidentiality form has been completed and also advising the Clerks’ room of their arrival

Conferences & Events/Seminars

  • All conferences to be set out as per the Front of House protocol; and should be set up prior to lunches being taken
  • Ensure the conference and seminar diary is effectively administered to ensure best use of the conference space available (liaising closely with the Clerks and Events Team)
  • Prepare the daily ‘Conference List’ then updating and amending as and when required
  • Sign in briefs and post; ensuring delivered to correct person within St Philips Chambers
  • Prepare daily list for IT –notifying the IT department of Video links, Telecoms and anything else that may require IT assistance
  • All conferences to be set out as per the Front of House protocol
  • Work with the Events Team to assist in setting up events/seminars and assist with running the events when required.

Reception, Kitchen & Social area

  • Ensure the Reception area (including Reception desk) is stocked with literature at all times and kept tidy and clean
  • Ensure that the wardrobe areas are kept clear for use during events & seminars
  • Ensure both social area and client kitchens are kept clean and tidy at all times. Some cleaning of these areas will be required (fridges etc.) along with the loading and unloading of the dishwasher and glass washer
  • Ensure the Social area is set up with a coffee service on a daily basis, with cups, sugar, milk and tea being re-stocked when necessary and when there is capacity

Stock

  • Responsible for stock levels and ordering and ensuring all stock is accounted for; to include the following stock:

Tablecloths / Napkins
Teas
Coffee
Milk
Sugar & sweetener
Drink stock (in conjunction with the Events Team)
Biscuits /crisps
Orange Juice
Alcohol Beverages
Pens and pads for Conference rooms

  • Undertake stock count on a weekly basis; providing the stock count to the Finance Team

General

  • Report any premises or technical faults or problems to the Facilities team via the facilities@st-philips.com email address
  • Ensure all aspects of the role is undertaken in line with St Philips Chambers’ commitment to Quality Assurance
  • Wear uniform at all times, also observing the appropriate Health & Safety guidelines when dealing with foods
  • Maintain positive relationships with suppliers
  • Working in the Post room when time permits and cover is required
  • Working in and with Events when assistance and cover is required
  • Attend training to develop relevant knowledge and skills
  • Appropriately handle sensitive and confidential information

All other duties as reasonably requested by the Head of HR and Administration