Administration Assistant

Capsticks LLP; Birmingham; On-site; GBP 21,000 - 27,000; Full time

Job summary

Capsticks LLP in Birmingham seeks a proactive Administration Assistant to join the Central Services team on a 12-month FTC. You will support post handling, document processing, and general office management on-site across our offices.

Key duties include data entry in Excel, updating service data for reporting, and assisting with sustainability, health and safety audits, stock control, and visitor welcome. You will work closely with site leads to ensure smooth operations.

Qualifications

• Experience working with Microsoft Office programmes.
• Comfortable working extensively with physical paperwork.
• Excellent customer service skills and strong communication.

Responsibilities

• Maintain and analyse data using Excel for reporting.
• Handle post, scanning, filing and general office tasks.
• Support sustainability initiatives and reporting.
• Assist with on-site health and safety audits and record keeping.
• Organise workflows across responsibilities for efficiency.
• Greet visitors and manage stock of stationery and catering items.
• Sort, scan, and distribute incoming mail; respond to ad hoc requests.

Skills

Microsoft Office

Customer service

Communication

Attention to detail

Pressure handling

Continuous improvement

Stakeholder mgmt

Confidentiality

Office equipment

Tools

Office equipment

Job description

Location

Birmingham

Contract

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

Division

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

Role and Responsibilities

Our Administration Assistants provide critical on‑site support in each of our offices as part of a team 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, including printing, scanning, and filing.

• 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 day‑to‑day service management.
• Extensive computer and data entry related tasks.
• Support sustainability initiatives by monitoring progress against targets 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.
• Organise and coordinate work processes across all areas of responsibility to ensure tasks are completed efficiently and consistently.
• Participate in cross‑departmental and site projects or andrequires others ad hoc requests assigned by the Site Lead, Central Services Manager, or Head of Division.
• Maintain 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.
• Ensure facilities and other equipment are properly utilised and maintained.
• Arrange refreshments and lunches for internal and external meetings, including setting these up in meeting rooms.
• Ensure operations reflect the initiatives set by the firm (sustainability and paper‑lite etc.).

Skills and Experience

• Experience working with 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 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 of 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.

Inclusion

Capsticks is an inclusive employer. We value diversity and are committed to creating an inclusive and supportive working environment where everyone can be themselves and reach their full potential. Capsticks provides equal opportunities for all, welcoming unique contributions in terms of education, background, culture, ethnicity, race, nationality, sex, sexual orientation, gender identity, age, disability, neurodiversity, religion, and beliefs. Reasonable adjustments will be made to our application and interview process to give you the best chance of success. Our team will work with you individually to understand your requirements.