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Recruitment of a Legal Receptionist

How we recruited a Legal Receptionist for a progressive law firm

Our client

Our client is a progressive law firm located within the Eastern suburbs. They are focused on providing their customers with quality service through respect, integrity and innovation.

Location - Perth, WA
Industry - legal
Size - 10 employees

We applied our three-phase service delivery model for this recruitment drive.

Video job advertisement

Social media algorithms favour videos over still content, so we create video advertisements for all vacancies to help source our candidates.

We take full advantage of this unique and highly effective form of candidate sourcing in order to reach the right candidate at the right time.

We post our videos on Twitter, LinkedIn and Facebook. They are posted on these platforms 10-20 times, based on relevance. Our videos typically receive over 1,000 views within the first 24 hours.

Job advertisement

We constantly refresh, rewrite and reformat our job advertisements to optimise the quality of applications received. Our approach is aggressive - we post around 20 advertisements for every permanent job. Advertisements are posted on:

Job boards - Seek, Adzuna, Glassdoor, Indeed and Jora
Social media - LinkedIn, Facebook and Twitter
11 Recruitment's website

On average, our advertisements receive over 100 applications and perform well above the market benchmark for Seek, shown in this graph.

Legal Receptionist

Filepro experience highly advantageous
Proficiency with Microsoft Office
Positive outlook and a team player wanted

The role

The duties for this role will include:

Answering calls and redirecting enquiries
Meeting and greeting clients
Calendar management and preparation of meeting rooms
Maintaining client database (Filepro)
Filing and archiving
Posting mail and daily banking
Assisting the office in a support capacity when required

About you

The successful candidate will have:

Knowledge of Filepro
Exceptional verbal communication skills, both over the phone and in person
Exceptional written communication skills
High attention to detail
Professional presentation and a positive outlook
A well-organised and flexible approach to tasks

About our client

Is a progressive legal firm located within the Eastern suburbs focused on providing their clients with quality service through respect, integrity and innovation. Offering a supportive work culture and professional development, they currently have an opportunity for a Receptionist to join the team. 

Assessment Matrix design

Our in-house designed, custom made software generates an Assessment Matrix, which is our blueprint for the recruitment process. Our process consists of screening, interviews, document verification, skills testing, personality profiling and reference checks.

Ticks indicate the point at which each criteria is addressed. More importance criteria are checked multiple times throughout the recruitment process.

Selection criteria	Screen	Interview	Docs.	Skill test	Profiling	Refs.
Education
Cert in admin / equivalent - advantage	✓		✓
Experience
High volume reception and admin	✓	✓				✓
Dictaphone typing	✓	✓				✓
Booking appointments - LEAP / Filepro	✓	✓				✓
Switchboard management	✓	✓				✓
Fast-paced / high volume	✓	✓				✓
Other
Microsoft Office - advanced	✓			✓
Typing speed - 60 WPM	✓			✓
Typing accuracy - 97%	✓			✓
Spelling and grammar - excellent	✓			✓
Friendly phone manner	✓	✓				✓
Verify LinkedIn vs CV	✓	✓				✓
Accept expected salary ($60k)	✓	✓				✓
Previous warning of termination?	✓	✓				✓
Will you pass a drug test?	✓	✓				✓
Behaviour
Dominance - 35%		✓			✓
Influence - 32%		✓			✓
Steadiness - 59%		✓			✓
Compliance - 69%		✓			✓
Forms signed
Health / police check			✓
Signed document - tell the truth			✓
Docs verified
Driver’s licence	✓		✓
Citizen AU / NZ or PR	✓		✓

DISC profiling

Similar to people, jobs have their own behavioural profile that is based on duties, environment and communication. We create a profile for every job vacancy, enabling us to match an applicant's behaviour against that of a specific role.

We use DISC, which examines the following attributes:

Dominance - accomplishing results, the bottom line, confidence
Influence - persuading others, openness, dependability
Steadiness - cooperation, sincerity, dependability
Compliance - quality, accuracy, expertise

DISC profile - Legal Receptionist

This role will require a person who is goal focused and motivated to achieve the desired outcomes, without significant management intervention or the guidance of rules and procedures. The person would need to have a resilient character such that they can cope with the challenging aspects of the role, which would require strength of character and skill to adapt to possibly changing circumstances to do the job.

As well as being driven, this role also calls for someone with charisma; an individual who is a good communicator, able to persuade others to their point of view as well as get their message across without appearing pushy or over-bearing.

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The person is likely to be someone who is highly confident and able not only to persuade others, but to have the drive to make sure the job is done to their satisfaction.

A significant requirement will be for an individual who is optimistic, charming, enjoys socialising and meeting new people and is a good communicator and negotiator. This person would be happy to be adventurous where others might be more cautious.

The position requires an individual who will be comfortable with responding quickly to work demands and who will be adaptable and comfortable with change. There will be times when deadlines need to be met with little warning and the individual will need to be able to adapt to meeting tight deadlines.

This job will suit someone who is enthusiastic, energetic and confident with adapting to the changing environment, and not reliant on rigidly following a process or procedure.

Another characteristic of this role is that it will require a person who is self confident and unlikely to experience doubt as to their decisions. The ability to act on instinct rather than following the procedure or process is an aspect of the role.

The role requires someone who is likely to be confident, goal oriented and determined to get the job done to their liking. A significant requirement will be for a person who is optimistic and enjoys socialising and meeting new people, a person who likes people and who is a good communicator and negotiator.

This person would be happy to venture where others are more cautious. The person needs to be someone who is able to work independently and act on their own initiative whilst seeing the big picture, but at the same time recognising the need for conforming to certain rules or procedures in order to get the job done.

Legal Receptionist

Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by candidates to match the job profile:

Candidate A

Candidate B

Candidate C

Results

Our aim is to produce a strong shortlist by sourcing widely. We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee. This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.

Applications received

267

Interviewed by 11 Recruitment

Shortlisted

Interviewed by client

Hired

Feedback

"Christian Madsen and his Team at 11 Recruitment clearly demonstrated the huge benefit a professional and hard working recruiter can offer both the candidate and client (employer).

Christian puts himself in his clients shoes and through thorough research and questioning.

He gets to understand the industry, its current environment and the company's strategies, in order to attract and secure the best candidate for success in the role and critically important a win-win outcome for all."

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