Administration Assistant

Capsticks LLP; Winchester; On-site; GBP 20,000 - 26,000; Full time

Job summary

Capsticks LLP is seeking an Administration Assistant to provide on-site support across Winchester offices. You will handle incoming/outgoing mail, printing, scanning and general office management, ensuring efficient workflow and accurate document processing.

The role focuses on high-quality file management, confidential handling of documents, and responsive service to Fee Earners and clients. A hands-on approach in a multi-site team is essential.

Qualifications

• Experience using Microsoft Office programmes.
• Excellent customer service skills and confident liaising with clients.
• Strong communication skills and a client-focused approach.
• High attention to detail with a right-first-time attitude.
• Ability to work under pressure to tight deadlines with flexibility.

Responsibilities

• Sort, scan, rename and distribute incoming mail.
• Provide scanning and printing as per client instructions.
• Process outgoing post including printing and franking.
• Greet visitors and interact with clients on-site.
• Deliver an effective file management service.
• Handle extensive computer and data-related tasks.
• Assist Fee Earners/PAs with requests and update on completion times.

Skills

MS Office

Customer service

Communication skills

Attention to detail

Working under pressure

Discretion with confidentiality

Client relationships

Office equipment usage

Job description

Location : Winchester

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 colleagues 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 documents 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;

• Sort, scan, rename and distribute incoming mail
• Provide scanning, and printing as per client instructions
• Process outgoing post including printing and franking of letters
• Courteously greet and interact with visitors to the premises
• Deliver an exceptional file management service
• Extensive computer and data related tasks
• Accept requests from Fee Earners/PAs, notifying them of estimated completion time as appropriate and in line with service level agreements
• Maintaining general stock management including stationery and catering items
• Ensuring facilities and other equipment are properly utilised and maintained
• Arranging refreshments/lunches for any client meetings, as well as setting this up in meeting rooms
• Managing a structured and efficient workflow for all service areas within your remit
• 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
• Actively participating in all on site health and safety audits and assessments and oversee compliance as required
• Ensuring operations reflect the initiatives set by the firm (sustainability and paper-lite etc.)
• Collect and complete any information required for billing or client charge back data

Skills And Experience

• Experience working on Microsoft Office programmes
• Excellent customer service skills, confident in liaising with Clients and strong communication skills
• Client-focused approach to service provision through personal commitment to their business
• 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 flexible approach
• Continual improvement mentality, open and receptive to feedback
• Build and grow relationships with key Clients and service users
• 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.