Administration Assistant

Capsticks Solicitors LLP; Birmingham; On-site; GBP 20,000 - 25,000; Full time

Job summary

Capsticks Solicitors LLP in Birmingham is seeking an Administration Assistant for a full-time, 12-month fixed-term contract to cover maternity leave. The role provides hands-on on-site support across office services, including post handling, printing, scanning and general admin.

You will work as part of Central Services, contributing to data reporting, stock control, and ensuring a high standard of service to fee earners and visitors, while maintaining compliance with policies.

Qualifications

• Experience using Microsoft Office programmes.
• Experience handling physical paperwork.
• Excellent customer service and communication skills.
• Attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Discretion with confidential information.

Responsibilities

• Maintain, analyse, and report operational data using Excel and other systems.
• Handle post, scanning, filing, and distribution of mail.
• Support sustainability initiatives and health and safety compliance.
• Organise workflows across responsibilities to ensure efficiency.
• Greet visitors and manage stock and office supplies.
• Assist with printing, scanning, and document processing.
• Collaborate on ad hoc site projects with the Site Lead or Central Services Manager.

Skills

Microsoft Office

Physical paperwork

Customer service

Communication

Attention to detail

Under pressure

Stakeholder relationships

Discretion with confidential info

Tools

Printer/Caxier/Scanner

Job description

Location : Birmingham

Full time office based role on a 12 month fixed term contract covering maternity leave

The Division

We are always looking for ways to enhance operational efficiency by handling general administration needs and office management. Dealing with post, print requests, digital amendments and hosting clients. Central Services is made up of 29 individuals, and our teams are based in each of the firm's five locations to provide support with the day to day running of each office.

The Role and Responsibilities

Our Administration Assistants provide critical on‑site support in each of our offices as part of a team who are responsible for dealing with incoming and outgoing post requests, digital amendments and general office management. This role involves hands‑on document processing daily, focusing on handling, preparing and storing physical papers and documents whether that may be completing various volumes of printing, scanning and filing.

The role includes the following tasks:

• Maintain and analyse operational, sustainability, and compliance data using Microsoft Excel and other systems, ensuring accuracy and timely reporting
• Collect, maintain, and update service data, ensuring information is accurate and complete to support reporting, resource planning, and the day‑to‑day management of services
• Extensive computer and data entry related tasks
• Support sustainability initiatives by monitoring progress against targets, collecting relevant data, and assisting with reporting requirements
• Actively participate in on‑site health and safety audits and assessments, supporting compliance management through effective monitoring and record keeping
• Organising and coordinating the work processes across all areas of responsibility assigned to you, ensuring tasks are completed efficiently, consistently, and in an organised manner
• Participating in cross departmental and site projects or other ad hoc requests as assigned by the Site Lead, Central Services Manager or Head of Division
• Maintaining general stock management including stationery and catering items
• Courteously greet and interact with both internal and external visitors to the premises
• Sort, scan, rename and distribute incoming mail
• Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
• Provide scanning, and printing as per instructions
• Process outgoing post including printing and franking of letters
• Deliver an exceptional file management service
• Ensuring facilities and other equipment are properly utilised and maintained
• Arranging refreshments/lunches for any internal and external meetings, as well as setting this up in meeting rooms
• Ensuring operations reflect the initiatives set by the firm (sustainability and paper‑lite etc.)

Skills and Experience

• Experience working on Microsoft Office programmes
• Comfortable working extensively with physical paperwork
• Excellent customer service skills, confident in liaising with fee‑earning colleagues and strong communication skills
• Committed to delivering a high‑quality service to colleagues, taking a proactive approach to understanding their requirements and supporting the achievement of business objectives
• Strong attention to detail and a critical eye for accuracy, with a ‘right first time’ attitude
• Ability to work under pressure within tight deadlines with a flexible approach
• Continual improvement mentality, open and receptive to feedback
• Maintain strong stakeholder relationships to support service delivery
• Ownership for work produced in terms of the final product e.g. consistency, accuracy and quality
• Previous experience in an office environment using office equipment and software desired
• Ability to handle confidential information with discretion

Capsticks is an inclusive employer

At Capsticks we value diversity and we are committed to creating an inclusive and supportive working environment where everyone is able to be themselves and reach their full potential. Capsticks is committed to providing equal opportunities for all and therefore we welcome the unique contributions that you can bring in terms of your education, background, culture, ethnicity, race, nationality, sex, sexual orientation, gender identity, age, disability, neurodiversity, religion and beliefs.

We will make reasonable adjustments to our application and interview process to ensure that you have the best chance of success. We understand that there's not a "one size fits all" approach to adjustments so our team will work with you individually to understand more about your requirements.