If you want to keep your busy and dynamic office running smoothly, it's crucial to prioritize the task of recruiting candidates to fill your administration job vacancies. The quality and compatibility of your candidates depend directly on the administration job descriptions you provide, so it's essential to make sure that this aspect of your recruitment strategy is spot-on.
One effective way to attract the right candidates is to start with a job description template that covers the core responsibilities, skills, and experience required for the role. From there, you can customize and refine the template to highlight the unique intricacies of your job vacancy, your company culture, and your industry proficiencies.
What Do Administration Professionals Do?
Here is a list of items to consider including in your office administrator job description. It should detail the administrative functions and how they fit into your company culture. You should also specify the business administration duties required to keep your office running smoothly.
- Answering incoming phone calls
- Greeting office visitors
- Scheduling appointments
- Maintaining databases and office operations
- Performing word processing and data entry
- Drafting various documents
- Creating financial reports
- Conducting bookkeeping tasks
- Recording office expenses
- Ordering office supplies and equipment
- Delivering mail
- Distributing employee handbooks and updating job files
- Reporting to upper management
Administration Positions and Titles
A few of the different administration roles and job titles include:
- Office Administrator
- Administrative Professional
- Office Managers
- Executive Assistants
- Office Staff
Administration Responsibilities and Duties
As an office administrator, it's crucial to prioritize the administration duties, which are the must-do and high-priority responsibilities of the role. The individual's performance will be largely governed by their ability to fulfill these duties. Supporting the leadership team, answering incoming calls, and maintaining databases are just a few examples of such responsibilities.
The following is a list of typical office administrator responsibilities and duties:
- Order office equipment and business supplies
- Perform general bookkeeping following basic accounting principles
- Organize general office files
- Maintain presentable office facilities
- Deliver mail
- Record office expenses and track the budget
- Create financial reports
- Provide clerical and administrative support for upper management
- Answer phones and respond to email inquiries
- Perform data entry and word processing tasks
- Draft office correspondence
- Welcome visitors
- Schedule and manage appointments
- Coordinate meetings
- Manage the office
- Update office procedures
- Monitor accounts receivable
- Handle multiple tasks
- Maintain confidentiality
- Perform any other relevant duties related to the company's operations
While these duties may seem generic, you can make them more engaging and meaningful by describing how each responsibility should be accomplished. For example, "Provide clerical support for the Chief Executive by drafting various documents and making travel arrangements."
Essential Administration Skills
In order to achieve your company's objectives, comply with regulations, and support other departments effectively, it's crucial to have individuals with strong office administrator skills.
The following is a list of necessary skills and personal traits that an administration professional should demonstrate:
- Excellent customer service skills
- Excellent written and verbal communication skills
- Strong time management skills
- Keen attention to detail
- Polite and professional manner
- Strong typing and numeracy skills
- Problem-solving skills
- Active listening abilities
- Multitasking abilities
- Strong organizational skills
- Openness to new ideas and feedback
- Leadership and motivational skills (for Office Managers)
- Proficiency in data entry and typing
- Ability to work effectively in a team
- Flexibility and openness to change
- Sensitivity and understanding towards others
- Strong interpersonal skills
- Knowledge of office functions and procedures
It's important to note that this is not an exhaustive list and that other skills and traits may also be necessary depending on the specific requirements of the role and the company.
Administration Education and Qualifications
When creating an office administrator job description, it's important to include technical skills and qualifications required for the role, such as:
- A Bachelor's Degree in Business Administration (required for Office Manager positions)
- High School Diploma or equivalent, such as Level 2 or 3 Business Administration
- Additional qualifications such as completing secretarial courses
- Proficiency using Microsoft Office Suite (MS Office) and other relevant computer software applications, such as content management systems.
It's crucial to ensure that the technical skills and qualifications listed match the specific requirements of the role and are relevant to the duties and responsibilities of the position. This will help ensure that you attract qualified candidates who possess the necessary skills and expertise to effectively carry out the tasks of the job.
Administration Training and Experience
The amount of administrative experience needed for an administrative position varies depending on the specific office tasks involved. For senior administrative roles, many years of office administration experience may be required. Generally, strong written communication skills, proficiency in word processing, and bookkeeping knowledge are valuable for most positions.
Employers should consider candidates with relevant qualifications, such as a T Level in Management and Administration, a Level 2 or 3 Business and Administration diploma, or a Level 2 International Computer Driving Licence Certificate in IT User Skills (ICDL or ECDL). These credentials demonstrate the candidate's proficiency in key areas related to the job and can help ensure that they have the necessary skills to carry out their responsibilities effectively.
Frequently Asked Questions about Administration Job Descriptions
Here we answer your questions on hiring administration professionals.