Admin Assistant

Job Description:

Admin assistants give support to businesses by organising meetings, typing documents and updating computer records.

Job Category:

Professional Services

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What you will do:

In this role you could:

deal with questions on the phone, by email and on social media
greet visitors at reception
type letters, reports and other business documents
update computer records
print and photocopy items
order office supplies
set up meetings and take notes during them
make travel arrangements for staff

Skills:

You’ll need:

administration & customer service skills
to be able to use a computer and the main software packages competently

As well as:

to be thorough and pay attention to detail
the ability to work well with others (teamwork skills)
the ability to work on your own (drive)
sensitivity and understanding
to be flexible and open to change (adaptability skills)
excellent verbal communication skills

Illustration of employee looking at workspace

Entry Requirements:

You can get into this job through:

a college course
an apprenticeship
working towards this role
applying directly

College

You could do a college course, which would teach you some of the skills and knowledge you need in this job.

In the UK, for example, relevant subjects include:

International Computer Driving Licence (ICDL) Certificate in IT User Skills, previously called European Computer Driving Licence (ECDL)
Level in Business and Administration
Level in Management and Administration

Apprenticeship

You could get into this job through a business administrator advanced apprenticeship.

Work

You might be able to start on a temporary contract through a recruitment agency. Sometimes this can lead to a permanent job. Qualifications or experience in business administration may help.

Volunteering

You could volunteer with a charity in an office based role to get some experience and skills that are useful for administration work.

Direct Application

You could apply directly to become an admin assistant.

Career tips

Time management and the ability to prioritise tasks is really important in administration. This could be tested at interview. For example, you might be given some tasks to complete and asked to arrange them in order of importance.

School Subjects

To become an Administrative Assistant in the UK, specific GCSE subjects are not mandatory, but certain subjects can be beneficial in developing the skills and knowledge required for this role, such as:

English: Strong language and communication skills are essential for administrative tasks, including writing emails, composing documents, and communicating with colleagues and clients.
Mathematics: Basic mathematical skills are useful for tasks like budget tracking, expense management, and data entry.
ICT (Information and Communication Technology): Knowledge of ICT is important for using office software, such as word processors, spreadsheets, and email applications.
Business Studies: This subject can provide insights into business principles, organizational structures, and office procedures, which are relevant in administrative roles.
Economics (optional): Understanding economic principles can be helpful for tasks related to budgeting and financial management.
Art and Design (optional): Developing creative skills can be beneficial for tasks like creating presentations or designing office materials.

Working Hours and Environment:

A typical week consists of 38-40 hours of work. You could be required to work between 8am and 6pm.

You could work in an office.

Career Path & Progression:

With experience, you could progress from admin assistant to supervisor or office manager. You could also move into other departments, like IT, payroll or accounting.

With further training, you could specialise in an area like legal, financial or medical administration, become a personal assistant or executive officer.