Location: Head Office, Carlisle
Company: Truly Independent Ltd
Contract: Full time – permanent
Reporting to: Office Manager

Role Overview:

We are seeking a professional, friendly, and highly organised Receptionist to be the first point of contact for our clients, visitors, and staff at our financial advisory firm. As a key member of our front-of-house team, you will handle a variety of tasks, including greeting visitors, managing phone calls, scheduling appointments, and providing administrative support to our financial advisers and other teams. This is an essential position that requires excellent communication skills, a professional demeanour, and the ability to manage multiple responsibilities in a fastpaced office environment.

Key Responsibilities:

Reception and Client Interaction
  • Greet and welcome clients, visitors, and vendors in a professional and courteous manner, ensuring they feel welcomed and well cared for.
  • Offer refreshments (e.g., coffee, water) to clients and visitors while they wait, ensuring comfort and a positive first impression of the firm.
  • Direct clients and visitors to the appropriate financial adviser or department, providing clear instructions and assistance when needed.
  • Offer assistance with any special needs (e.g., mobility challenges) and ensure they are supported appropriately:
  • Answer all incoming calls in a polite, professional manner, and promptly route calls to the appropriate department or individual.
  • Take detailed messages and ensure that inquiries are passed on to the relevant team members promptly.
  • Monitor the general email inbox, filtering inquiries and forwarding them to the correct team members as required.
  • Maintain an up-to-date appointment calendar, ensuring no overlaps or scheduling conflicts.
  • Managing meeting room booking to ensure no overlaps or scheduling conflicts.
  • Send reminders to clients and staff about upcoming appointments, adjusting schedules as needed.
Office Administration and Support
  • Ensure that the reception area is tidy, professional, and welcoming at all times.
  • Support with matching all payments accurately on the system when received and processed promptly and in compliance with company policies.
  • Handle sensitive client information with care, ensuring confidentiality and privacy at all times
  • Maintain a well-organised and stocked reception area, including brochures, business cards, and relevant office supplies.
  • Oversee the arrival of any deliveries, ensuring that packages and mail are distributed to the appropriate person or department.
  • Provide general administrative support to the office staff, including data entry, document preparation, filing, and photocopying.
  • Sort incoming mail and packages, distributing them to relevant recipients in a timely manner. Ensure post is completed daily, scanned to the correct person/department and the paper documentation is filed accordingly.
  • Assist with the preparation and distribution of client correspondence, reports, and marketing materials.
  • Oversee general office functions, including managing office supplies, coordinating with vendors, and ensuring a clean office.
  • Complete all start-of-day and end-of-day procedures of both offices.
  • Ensure that meeting rooms are well-prepared for client meetings, ensuring all required equipment is set up (e.g., AV equipment, projectors, conference phones). Set up refreshments (e.g., coffee, water, snacks) for client meetings, ensuring a pleasant and professional environment.
  • Assist in managing office facilities, such as overseeing cleaning schedules and liaising with building management or external contractors as needed.
Compliance and Record Keeping
  • Ensure all documentation related to client interactions, communications, and internal processes is completed accurately and in compliance with company policies.
  • Follow company protocols for maintaining confidentiality and ensure client records are handled in compliance with data protection regulations (e.g., GDPR).
  • Assist with audits of client records and internal documentation, ensuring they are fully compliant with regulatory requirements.
  • Help monitor the office environment to ensure that it complies with all health and safety regulations.
  • Report potential health and safety hazards to management, including anything in the reception area, office equipment, or shared spaces that could pose risks to staff or visitors.
  • Ensure that visitors are informed of emergency procedures upon arrival, including fire exits, evacuation plans, and any other relevant safety information.
  • Keep the reception area clear of any hazards, maintaining a safe environment for both employees and visitors.

Key Skills Required:

  • Communication: Strong verbal and written communication skills for client and team interactions.
  • Customer Service: A professional and friendly demeanour to create a welcoming environment.
  • Organisational Skills: Ability to manage schedules, appointments, and office supplies efficiently.
  • Attention to Detail: Accuracy in documentation, scheduling, and mail handling.
  • Technical Proficiency: Familiarity with office software (e.g., MS Office Suite)
  • Problem-Solving: Quick decision-making skills to handle unexpected challenges.
  • Health and Safety Awareness: Understanding of workplace safety protocols and procedures.

About Truly Independent Ltd:

Founded in 2010, Truly Independent Ltd is a firm of experienced Independent Financial Advisers who provide impartial, comprehensive advice, either through face-to-face meetings or video calls.

We are firm believers that everyone should have access to financial advice that is not governed or influenced by others. We have an extensive level of knowledge, experience and expertise, and have the freedom to research the whole market to get the best deal for our clients. We work in partnership with our clients to meet financial aspirations and recognize the importance of providing long-term on-going assistance and guidance.

To apply, please send your CV and Covering Letter to recruitment@trulyonline.co.uk.