Administration Assistant

at  Capsticks Solicitors LLP

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 hosing 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 days to day running of the office.

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

Our Administration Assistant’s provides critical on-site support in each of our offices as part of a small team who are responsible for dealing with incoming and outgoing post requests, digital amendments and general office management

• Managing a structured and efficient workflow for all service areas within your remit
• Ensuring that all service levels agreed with the client as part of the contract service delivery are achieved and continuously improved
• Regularly reviewing services to ensure continuous improvement of their delivery
• Ensuring stationery, facilities and other equipment are properly utilised and maintained
• Participating in cross departmental and site projects or other ad hoc requests as assigned by the Team Leader or Admin Support Manager
• 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.)
• Courteously greet and interact with visitors to the premises
• Maintaining general stock management of the onsite coffee machines
• Deliver an exceptional file management service
• Sort, scan, rename and distribute incoming mail
• Provide photocopying, scanning, and printing as per customer instructions
• Collect and complete any information required for billing or client charge back data
• 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
• Collect and frank outgoing mail – process letters for printing and complete envelope fulfilment requirements
• Handle incoming and outgoing deliveries via courier