Administration Assistant

Are you an experienced administrator who enjoys helping others succeed? Do you thrive in a role where no two days are the same and where organisation, leadership and great client service go hand in hand?

At Crombie Wilkinson Solicitors, we're not your typical law firm, and this isn't your typical administration role.

The role is in the Business Support Services team, full time workingin our York office

The role reports to the HR & Office Manager.

Summary

As an Administration Assistant you will be the first point of contact for clients and visitors, playing a crucial role in the smooth and professional running of the office.

You will manage a busy reception area, operate a multi-line telephone system, and provide comprehensive administrative and facilities support.

You will be proactive, well-presented, and thrive in a fast-paced, client-focused environment.

Key Responsibilities

Administrative Support

• Manage and log the storage and retrieval of files, deeds, and Wills, ensuring accurate records.
• Record the removal and return of files, deeds, and Wills.
• Scan closed Wills files across all offices.
• Handle general administrative tasks including photocopying, scanning, and document distribution.
• Archive closed files and maintain up-to-date records of their location.

Administrative Support

• Manage and log the storage and retrieval of files, deeds, and Wills, ensuring accurate records.
• Record the removal and return of files, deeds, and Wills.
• Scan closed Wills files across all offices.
• Handle general administrative tasks including photocopying, scanning, and document distribution.
• Archive closed files and maintain up-to-date records of their location.

Office and Facilities Management

• Ensure all reception equipment is fully operational and report maintenance issues promptly.
• Order and store stationery and office consumables.
• Arrange couriers and deliveries and act as a local courier for urgent collections/deliveries.
• Obtain quotes and place orders for office furniture as required.
• Assist with general office maintenance and report defects.
• Set up and clear meeting rooms, arranging refreshments and catering as needed.
• Oversee weekly fire alarm tests.

Financial and Compliance Duties

• Manage receipts for all cash and cheque payments received at Reception.
• Handle petty cash and banking duties.
• Process credit/debit card payments and generate end-of-day reports.
• Distribute payment receipts to Legal Advisers and Secretaries.
• Organise swears and take certified copies of identification documents.

Digital & Communication Tasks

• Monitor and respond to web enquiries.
• Support internal communication and coordination across departments.

Candidate Profile

• Experience within the department is desirable.
• Strong organisational skills and ability to manage tasks independently.
• Excellent attention to detail and commitment to delivering high-quality work.
• Professional, approachable, and a client-focused manner.
• Ability to work collaboratively within a team and support colleagues.
• Commitment to confidentiality and compliance with regulatory requirements.
• Willingness to learn and develop within the role.

Skills

• Good standard of general education (GCSEs or equivalent).
• Previous experience in a front-of-house or administrative role preferred.
• Familiarity with archiving systems and general office equipment.
• Impeccable telephone manner and strong interpersonal skills.
• Smart, professional appearance.
• Outgoing and approachable personality.
• Ability to use tact, diplomacy, and sensitivity.
• Strong organisational and time management skills.
• Ability to work under pressure and manage multiple tasks.
• Team player with good people management skills.

What We Offer

• Competitive salary – because your skills are worth it.
• Hybrid & flexible working – life happens, and we get that.
• 25 days holiday + bank holidays, your birthday off, and no guilt about using them.
• Death in service scheme – peace of mind for you and your loved ones.
• Healthcare cash plan – supporting your physical and financial wellbeing.
• Wellness group – because mental health matters.
• Inclusive & fun culture – we work hard, but we don't take ourselves too seriously.
• CW Academy – our in-house development programme to help you grow, with a personal development plan tailored to your goals.
• Clear and transparent progression plan – for everyone, not just lawyers.

About You

You'll be a confident and experienced administrator who enjoys supporting people and ensuring things run smoothly. You'll be organised, approachable and dependableand build positive working relationships across the firm.

You'll take ownership of issues, remain calm under pressure and be passionate about delivering excellent service to both colleagues and clients.

Why Crombie Wilkinson Solicitors?

We believe that culture isn't just something we say – it's something we live. From our wellness initiatives to our team socials, we invest in our people. Whether you're a lawyer or part of one of our support teams, you'll have genuine opportunities to develop and progress through the CW Academy and beyond.

If you're looking for a role where you can make a real difference while developing your own skills and leadership experience, we'd love to hear from you.

Come and be part of something different. Your future starts here - with Crombie Wilkinson Solicitors.

This job description outlines the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

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