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SalaryAn Administrator (Admin) provides office and administrative support to either a team or individual.
Administrators are required to use a variety of software packages including Microsoft team, Word, Outlook, PowerPoint, and Excel. An Admin will need to have excellent communication, organisational abilities and time management skills.
This role is vital for the smooth-running of a business. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Additionally, Administrators (Admin) are often responsible for specific projects and tasks, as well as overseeing the work of junior staff.
Duties and responsibilities
• use a word processing package such as Microsoft Word
• audio and copy type
• write letters
• deal with telephone and email enquiries, using an email system (e.g. Microsoft Outlook)
• photocopy and print various documents, sometimes on behalf of other colleagues
• organise and store paperwork, documents, and computer-based information
• create and maintain filing and other office systems
• keep diaries and arrange appointments
• schedule and attend meetings, create agendas, and take minutes - shorthand may be required to do this
• book staff interviews appointment, meeting /teaching rooms, and conference facilities
• liaise with staff within the departments and with external contacts when required
• order and maintain stationery and equipment
• organise travel and accommodation for staff and other external contacts.
Working as an admin, you are in a position of responsibility, and will need to stay organised and focused
The role varies greatly depending on the sector, size of the employer and levels of responsibility. Most of your work involves both written and oral communication, word processing and typing, and requires relevant skills such as IT, organisational and presentation skills, as well as the ability to multi-task and work well under pressure.
This role can often overlap with the role of a personal assistant.
As our company is brand new, you may also carry out the following duties:
• use a variety of software packages (including Microsoft Excel, Access, and PowerPoint) to manage data and produce documents and presentations
• use content management systems TIPS (Timesheets, invoicing, payroll system) to maintain and update websites and internal databases
• manage and maintain budgets and carry out invoicing
• sort and distribute incoming post and organise and send outgoing post (this may involve the use of a franking machine)
• recruit, train and supervise junior staff and delegate work as required
• manipulate statistical data
• arrange in-house and external events
• arrange training for staff members.
What to expect
• Work is almost entirely office based and the need to travel is uncommon, though may be required occasionally depending on the location you work in.
• The nature of the role is to support colleagues and projects rather than to take the lead on projects yourself, which may become frustrating.
• The role can be stressful at times since the work is always focused on the needs of the manager or team. Deadlines may be imposed suddenly, demanding flexibility and reprioritisation of workload.
Skills
• strong organisational skills
• presentation skills and attention to detail
• the ability to plan your own work, use your initiative and meet deadlines
• the ability to manage pressure and conflicting demands, and prioritise tasks and workload
• the ability to accept and understand instructions
• oral and written communication skills
• tact, discretion, and respect for confidentiality
• a pleasant, confident telephone manner
• team working ability
• reliability and honesty
• project-management skills
• a foreign language is an added benefit for the workplace.
Work experience
Relevant experience is often more highly valued than secretarial qualifications, although excellent IT and typing skills (a minimum of 45 words per minute is usually required) will always be an essential requirement.
