An Administrator is essential for the efficient operation of a firm since they give office assistance to either an individual or a team. Their responsibilities could include answering phones, greeting and directing guests, word processing, generating spreadsheets and presentations, and filing. Furthermore, people in administration jobs are frequently in charge of office projects and responsibilities and supervising the work of junior administrative personnel.
What Qualifications and Skills Should an Administrator Possess?
Although a degree is not necessary for every Administrator position, several employers prefer to hire college graduates. There are also highly acclaimed secretarial courses offered (aimed at both graduates and non-graduates) for pursuing a career as an administrator. Administrators are typically needed to use MS Office and be proficient in PowerPoint, Outlook, Word and Excel. Understanding MYOB or Xero packages is also advantageous.
Responsibilities of an administrator include:
- Greeting guests and directing them to the right office/personnel.
- Clerical tasks include answering phones, replying to emails, and preparing papers such as official letters, memos, resumes, and presentations.
- Coordination and management of appointments, meetings, and the conference room schedule to avoid repeated bookings
- Performing bookkeeping responsibilities like invoicing, account receivable monitoring, and budget management.
- Keeping general office files, such as job files, vendor files, and other data about the company’s operations.
- Purchasing office supplies, furniture, and equipment.
- Supervising the upkeep of office facilities and equipment.
- When necessary, perform other appropriate duties.
Consider the following as a list of critical administrative abilities that most businesses look for in candidates. There are also sublists of administrative skills, which are:
Verbal Communication
Communication is an essential soft skill in administration. Administrative workers frequently communicate with their bosses, coworkers, and clients, either in person or over the phone. They must talk clearly and loudly while keeping a pleasant tone.
Listening Skills
Being a good communicator involves being a good listener as well. You must pay close attention to the queries and concerns of bosses, coworkers, and clients.
Written Communication
Written communication skills are also essential for an administrator. Most administrative roles necessitate a significant amount of writing. Also, administrative professionals are frequently requested to create a range of papers, such as memoranda for their bosses, text for the corporate website, and email communications to staff or clients.
Technology
Administrative personnel must use a wide range of technology tools, from WordPress to MS Office and online scheduling apps. They must also utilise and frequently maintain office equipment such as fax machines, printers and scanners.
Organisation
Administrative positions of all types necessitate extraordinary organisational abilities in order to manage multiple assignments. Administrative support personnel must handle many calendars, appointment scheduling and keep the workplace running smoothly.
Planning
Another essential part of administration jobs is the ability to plan and schedule things ahead of time. This could include managing someone’s appointments, having a strategy for when staff are sick or implementing workplace procedural protocols. An administrator must be able to anticipate and prepare for future office challenges.
Problem-Solving
Any administrative profession necessitates problem-solving and critical thinking abilities. Administrators are frequently the go-to person for staff and clients seeking assistance with inquiries or problems. They must be able to hear a range of issues and use critical thinking to address them.
Administration seldom has two days that are the same. While staff should expect to maintain a somewhat consistent schedule during regular business hours, there may be times when an administrator must work outside of the standard schedule.
