Junior Administrator/Receptionist – MHA Monahans Ltd – Swindon

Junior Administrator/Receptionist
MHA Monahans LtdSwindon

£18,000 – £20,000 a year

Role Purpose

Provide effective and efficient client (internal & external) focussed scanning, administration and part time reception support to a busy practice.

Role Dimensions

Reports to: Senior Professional Support Administrator

Location: Swindon

Specific Duties & Responsibilities

To provide assistance and support to the compliance centre 50% scanning and 50% reception including:

  • To scan incoming post
  • Support archive process when required
  • Updating of practice management data as required
  • Producing a range of documents prioritising the requirements to meet the agreed deadlines,via copy typing or other methods as required.
  • Accurately and timely updated the Iris database as required
  • Accurately record time spent on specified tasks and complete a timesheet to reflect these
  • Ensuring all outgoing post is accurately addressed and timely despatched with the correct postage affixed
  • To provide support for other projects as required
  • Proactively comment on systems and procedures to identify procedural changes that will enhance efficiency.

Provision of reception duties:

  • Provide excellent customer service as our afternoon receptionist, with professional presentation and warm greeting to all clients both in person and on the telephone
  • To promptly answer all calls redirecting callers efficiently and taking accurate messages when required, providing a professional and warm greeting to all visitors both in person and on the telephone
  • To ensure the reception area is maintained to a high standard, ensuring all equipment and refreshments available
  • Arranging meetings rooms and car parking facilities
  • Covering morning reception when other staff on holiday
  • Organisation of incoming and outgoing courier items
  • Controlling client records ensuring these are listed when delivered and returned promptly.
  • Controlling contractors on site, ensuring they are accompanied and signed out when leaving premises

Person Specification

Education & Qualifications

  • A Good standard of general education, including GSCEs C or above (or equivalent) in English and Maths
  • Previous experience in similar role

Experience & Knowledge

  • Microsoft Office: Word, Excel
  • Ideally worked within an office environment

Skills & Abilities

  • Excellent communication skills both verbal and written
  • Excellent prioritisation and time management skills
  • Able to work in an organised manner to strict deadlines – planning, diary management, department systems set up and maintenance
  • Ensures all work is completed to standards required, the ability to take initiative and work unsupervised
  • Good interpersonal skills – able to build relationships with internal and external clients
  • Excellent administration skills
  • Good customer care skills – able to contact clients/targets to make appointments, follow up workshops etc
  • Event/project organisation

Disposition & Attitude

  • Self-confident, approachable, able to demonstrate effective use of personal judgement
  • Self-sufficient and able to work unsupervised
  • Pro-active and willing to take responsibility for own areas of work – not waiting to be asked to undertake key responsibilities
  • Organised, methodical, detail conscious, numerate, mature
  • Flexibility – able to deal with changing priorities, deadlines and circumstances, willing to work with others
  • Creative – ideas to assist in meeting client expectations
  • Team Player
  • Discreet and confidential – able to keep privilege information confidential
  • Willingness to learn

Personal Circumstances

  • Flexibility to assist in providing support to teams as and when requested

Job Type: Full-time

Salary: £18,000.00 to £20,000.00 /year


  • Customer Service: 1 year
  • Administration: 1 year
  • Reception duties: 1 year


  • Secondary education


  • Swindon, Wiltshire

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