Overview of the Administrative Assistant Role
Administrative Assistants are a cornerstone for any business, helping to keep the business running optimally from behind the scenes.
If you’re a people person, dedicated to supporting a business and its employees, an Administrative Assistant job might be just what you’re looking for
As an Administrative Assistant, your role is to perform everyday duties such as answering phones, scheduling appointments, information distribution and management, and data handling. In some sectors, there will be additional, specialised roles for an Administrative Assistant.
If you’re looking for a different kind of admin role, we can help guide you onto the path you’re searching for.
Administrative Assistant Dress Code
Generally, an Administrative Assistant will dress in business casual attire. Things like blouses, button-down shirts, smart pants or skirts, and smart dress shoes or low-heeled shoes are most appropriate.
Administrative Assistant Job Responsibilities
The responsibilities of an Administrative Assistant are clerical duties such as data entry and management, answering phones, organising appointments and general business upkeep.
Tips for Becoming an Administrative Assistant
Work towards having strong communication skills and build confidence in them. Have excellent attention to detail, it’s always good to be able to see things from different perspectives. Building proficiency in any relevant technology, and researching and improving your knowledge of an industry can help you speak confidently with potential employers.
Administrative Assistant Skills & Qualifications
There are a few skills required to become an Administrative Assistant, such as computer literacy, and organisational skills as well as some necessary qualifications.
Essential Qualifications for Admin Assistants
Most admin roles require a secondary school education, and anything more is a benefit.
If you have studied Business Administration, or something similar in higher education, this can be very helpful for your application. There are also entry-level options such as apprenticeships that will help you gain the knowledge, experience, and qualifications you need for an admin role.
If you are looking to become an Admin in a specific field, such as law, or medicine, knowledge of that field will also be important.
Organisational Skills
It is important to be able to prioritise tasks, manage deadlines and be able to handle multiple projects at the same time.
It is the job of an Administrative Assistant to make sure things within the business run smoothly, this includes organising meetings, planning and scheduling tasks appropriately, and executing tasks accurately. This is also when it is most important to communicate with others, whether that is a client, colleague, or customer, it is the duty of an Admin to organise everything efficiently and be flexible and adaptable to change.
Technology & Software Proficiency
As the Admin Role relies heavily on data entry and information distribution, it is important to have a firm understanding of computer software. Proficiency in Microsoft Office Suite will be essential, especially in Word, Excel and PowerPoint. Attention to detail is extremely important during data entry.
Many internal and external communications will be done via e-mail. As such it is important to have the skill and proficiency to write cohesive and polite e-mails for inside and outside of the business.
Duties of an Administrative Assistant
An Admin Assistant needs to have the skills to perform tasks such as managing schedules, supporting business goals, and keeping the office organised, and supplied with the things its employees need.
Managing Office Scheduling
An essential Admin responsibility is to keep everything to a schedule. This is why it is important to be able to adapt to schedule changes and be able to think of alternatives where necessary.
Managing schedules also includes data entry for online calendars as well as booking meeting rooms, assigning work areas, and making sure everyone has access to any resources that they need for the meeting to run smoothly.
Supporting Business Operations
A lot of work goes on behind the scenes to make sure an office runs optimally and at peak performance. Sometimes the work of an Administrative Assistant will also include making travel arrangements for business trips, event planning, and project support, as well as other clerical work that we’ve mentioned previously.
Maintaining Records and Supplies
As an Admin, it is your job to make sure the business has what it needs. This can include keeping an inventory of office supplies and ordering them when needed, photocopying and faxing documents or keeping them on file for future use.
It is also essential to track and record things on spreadsheets for easy access for yourself and others within the business who might need access to records.
Career Progression for an Administrative Assistant
There are many paths for an Administrative Assistant to take, including roles in human resources and office management, if they’re looking to climb the ladder.
Opportunities to Specialise in HR
A lot of the skills gained as an Administrative Assistant can cross over into HR, such as organisational skills, communication skills, and problem-solving. If it’s something you’re interested in, talk to your HR manager about how you could move into these roles. Seek guidance from those in HR, and if necessary, pursue HR courses and qualifications.
Volunteering for HR tasks within your company will give you a hands-on idea of the proficiency you will need, and learning employment laws, recruitment processes, and employee relations will help you progress into specialising in HR.
Moving into Office Management Roles
With Office Management, your responsibilities will turn towards managing projects and actively seeking opportunities that demonstrate your leadership capabilities, while also looking for opportunities for promotions into more senior roles.
To progress into this field, it is important to acquire project management skills, improve your communication, and work on your leadership within your current role.
FAQs on Becoming an Administrative Assistant
Can I Become an Administrative Assistant with No Experience?
It is possible to become an Administrative Assistant with no experience if you have transferable skills such as strong communication and computer literacy.
Actively seek entry-level positions and apprenticeships to increase your experience and compose a well-detailed CV to increase your chances of entering this role.
What Qualifications are Needed to Be an Admin Assistant?
A minimum of 5 GCSEs including English and Mathematics is essential, as well as strong communication skills, time management skills, and proficiency in Microsoft Office Suite.
How Much Do Administrative Assistants Earn in the UK?
An Administrative Assistant in the UK earns an average salary of around £22,000. However, this can vary depending on location, experience level, and company.
What Does an Administrative Assistant Do?
An Administrative Assistant performs several clerical tasks such as data management, scheduling, organising and communicating with people inside and outside of the business.
What are the Biggest Challenges of an Admin Assistant Role?
Pressure from time management, stress, and managing multiple projects can be the biggest challenges for this role, which is why confidence in these skills is so essential.
