Applications close 27 October
The Client Services team is the first point of contact for clients either in person or by phone. The Client Services Assistant provides administration support for the Evening Advice Sessions in collaboration with the relevant lawyers and social workers, and the Volunteer Coordinator. This role provides overflow coverage for the Client Services Officers who provide first point of contact with clients. This role has some contact with clients and provides a strong starting point for connecting with Caxton’s programs and clients. The role encompasses general administrative support to the client services team as required, which includes such tasks as mail handling, document inbox management and filing, appointment reminders and follow up for clients, and other administrative tasks as directed.
Key accountabilities
- Provide the smooth reception and administration of our three Evening Advice Sessions Monday – Wednesday.
- Follow-up and create diary appointments for clients ensuring high levels of accuracy and collection of all relevant information.
- Send appointment reminders.
- Management of inboxes is effective, coordinated and responsive.
- General reception and administration duties, including welcoming of volunteers and clients at evening sessions, management of incoming and outgoing mail, car and room bookings, ensuring the reception area is well presented and resourced.
- Provide administrative support to Client Services workers and
- Any other duties as directed by the Line Manager.
Essential requirements
- Experience in a customer facing role, preferably in a Community Services setting
- Exceptional interpersonal and communication skills, with the ability to deal with vulnerable and/or marginalised members of the community
- Strong professional boundaries and ability to remain impartial during interactions with clients.
- Excellent time management skills and ability to meet deadlines.
- Ability to ‘think on your feet’ and navigate unpredictable situations at times.
- Work independently and as an effective team member in the absence of specific instruction.
- Ability to multi-task and prioritise key tasks and requests;
- Ethical and mature approach to dealing with sensitive and highly confidential information;
- Computer literate and proficient in major administration software packages such as Microsoft (Outlook, Excel, Word) and SharePoint.
- Proficient in use of Client Management systems; use of CLASS is desirable, however not essential.