Receptionist

Responsibilities 1. Front of house & telephone handling (first impression ownership) Answer calls promptly, professionally, and empathetically; take accurate messages and route correctly. Maintain confidentiality at all times; avoid discussing matters in open areas and follow privacy expectations. Set expectations clearly: what will happen next, who will respond, and when, without giving legal advice. 2. New enquiries & conversion support (process + precision) Capture all new enquiries using your established workflow. Monitor / respond to Teams “Enquiries” notifications and ensure the enquiry is acknowledged and progressed according to the process (including correct internal signalling and handover). Assist the client by ensuring enquiry data quality (contact details, preferred contact method, enquiry type, source, and clear enquiry summary). 3. Appointment booking & diary coordination (client-centred logistics) Book consultations/meetings in line with office expectations and provide clear joining instructions (phone/video/in-person as relevant). Ensure clients understand any boundaries stated in client-facing documentation. Keep written confirmations clean and structured (legal-design style: headings, bullets, clear next steps). 4. Client communications support Support timely responses in line with the client care policy (same day where possible; otherwise within 2 working days; calls returned same/next working day). Use plain English and a reassuring tone; reduce jargon and confusion. Escalate dissatisfaction early and appropriately (alert the team if a client is unhappy). 5. Administration & office operations Manage incoming/outgoing post, scanning, document logging, and secure handling of client documents. Maintain accurate records and support the team’s “single source of truth” approach (no missing or inconsistent client contact details) Assist with client onboarding and file opening Perform other administrative tasks as required 6. Marketing and business development Support the team with marketing initiatives Assist in managing the firm’s social media Requirements Essential Strong telephone manner and confidence speaking to distressed/anxious callers. Excellent attention to detail (names, dates, contact details, appointment times, accurate message taking). Ability to communicate in plain English, using structure and clear next steps. Comfort using Microsoft 365 tools and following a defined enquiry workflow (Forms/SharePoint/Teams/Copilot). Strong discretion and respect for confidentiality. Desirable Previous receptionist/admin experience in legal or professional services. Experience managing appointments and client communications in a regulated environment. Good knowledge and experience with AI tools (Cloud in particular) Work Arrangement Work Setup: On-site Work Hours: Monday to Friday 9am to 6pm UK time , 9-Hour Workday Why you should join our team! Leaves entitlement, HMO and life insurance upon hire! Ready to take on the next challenge? If you’re looking for an organisation with outstanding career-development opportunities, amazing work-life culture, and comprehensive benefits crafted to support work-life harmony, you might be a perfect fit at Deployed! At Deployed, we truly believe that our team is the core highlight of our brand. With our goal of being a top business partner for our global clients, we take it as a responsibility to build a diverse, inclusive, and growth-oriented work environment where employees of all backgrounds and lifestyles feel a sense of belonging, mutual respect, and kindness.