Administrative Officer: What is the cost of hiring?

What is an administrative officer?

An administrative officer is an office position responsible for various tasks to support the smooth running of daily operations. They often act as a point of contact for staff, clients and external partners such as suppliers. Depending on the organisation, their responsibilities may include scheduling meetings or appointments, organising records or data and providing general administrative support.

Why recruit an administrative officer?

Administrative officers provide essential support for organisations with physical offices or large workforces. Their contribution improves organisation, communication and efficiency, allowing employees to focus on core responsibilities and strategic priorities. Employers may need to recruit an administrative officer if administrative demands are creating inefficiencies or distracting staff from higher-value work.

Contributions of a great administrative officer:

• Improving office workflows to boost efficiency and productivity
• Acting as a liaison between departments and external contacts
• Providing consistent and reliable administrative support, particularly during busy periods
• Helping maintain accurate records, schedules and communications across the business

Defining your recruitment needs for an administrative officer

To define your recruitment needs, consider the scope of responsibilities, the skills required and the available budget. In some cases, industry-specific knowledge may be necessary, such as familiarity with legal or regulatory procedures. Businesses also determine whether the role will serve one department or provide support across the organisation. Most administrative officers are employed full-time or part-time but seasonal positions may be suitable during peak periods or to cover staff absences.

Other common names for this role are administrative clerk or office administrator.

What are the types of administrative officers?

While the core responsibilities of an administrative officer are similar across most organisations, the role can vary by industry and level of responsibility. In entry-level positions, the focus is on clerical tasks and general office support, while in regulated sectors such as healthcare or education, administrative officers may also oversee budgets, records and compliance requirements.

Similar positions that are sometimes confused with administrative officers include:

• Administrative manager: oversees the administrative team and manages office operations, processes and resources
• Executive assistant: provides high-level support for senior executives, including diary management and handling of confidential correspondence
• Office manager: supervises administrative staff and coordinates office facilities, supplies and daily operations.

When writing your administrative officer job description, consider including some or all of the following keywords to improve the visibility of your job posting. These are the most popular search terms leading to clicks on administrative officer jobs, according to Indeed data:

• Admin
• Administrator
• Administration
• Office administrator
• Receptionist
• Customer service
• School administrator
• Civil service
• Office manager
• Finance

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Where to find administrative officers?

To find the right administrative officer for your business, consider trying out a few different recruitment strategies:

• Local colleges and training providers: partnering with institutions offering business administration or office management courses can help you connect with newly qualified candidates
• Job fairs and networking events: attending local career fairs or business networking events can help you meet potential candidates face-to-face and promote your company
• Recruitment agencies: specialist administrative recruiters can connect you with experienced candidates, while temp agencies can help with short-term cover or busy periods
• Post your job online: try posting your administrative officer job on Indeed to find and attract quality administrative officer candidates.

Skills to look for in an administrative officer

A successful administrative officer candidate will typically have the following skills and competencies, which may be gained through a variety of experiences, training or education:

• Organisational skills and attention to detail
• Strong written and verbal communication skills
• Proficiency with office software such as Microsoft Office, databases and communication channels
• Ability to resolve administrative issues and adapt to changing priorities
• Teamwork and collaboration in an office environment
• Discretion when handling sensitive information, correspondence or data

Writing an administrative officer job description

Now that you know the key skills, salary expectations, popular jobseeker search terms and recruitment insights for an administrative officer, you’re ready to write a job description.

An administrative officer job description typically includes a compelling summary of the role, a detailed list of duties and responsibilities and the required and preferred skills for the position. You may also want to include information about your company culture, benefits and perks to attract candidates to your open role.

Ready to get started? See our full guide for writing administrative officer job descriptions.

Interviewing administrative officer candidates

Strong candidates for administrative officer positions will be confident answering questions regarding:

• Previous administrative tasks and office systems used
• Approaches to managing multiple tasks and setting priorities
• Experience improving efficiency or resolving administrative issues
• Familiarity with office software and databases
• Communication and collaboration with colleagues, clients, suppliers or stakeholders

Need help coming up with interview questions? See our list of administrative officer interview questions for examples (with sample answers).