Admin assistant duties and responsibilities
Admin assistants support managers with tasks such as handling communication, scheduling meetings, keeping records updated and providing general office support. While duties may vary depending on the organisation, the role typically involves assisting office management at different levels to help maintain an organised working environment.
Common responsibilities include:
- Acting as a first point of contact for colleagues, clients and visitors
- Answering phone calls, responding to emails and directing enquiries to the right person
- Greeting visitors, arranging access and preparing meeting rooms
- Organising filing systems and updating digital or paper records
- Scheduling meetings, managing diaries and coordinating team calendars
- Preparing documents, reports, presentations and correspondence
- Processing invoices, receipts and basic expense records
- Supporting travel arrangements, including booking transport and accommodation
- Ordering office supplies and ensuring equipment is stocked and maintained
- Assisting with basic HR or onboarding tasks, such as preparing paperwork or maintaining staff records
What does an admin assistant do?
Admin assistants provide support to help office operations run efficiently. Typical tasks include managing communication, coordinating schedules and keeping information organised and accessible. They may support a single manager, a department or an office. Their role often involves handling paperwork and routine administrative tasks to help managers focus on higher-level responsibilities.
Admin assistants may also support onboarding, organise travel arrangements or assist with basic finance or HR processes, depending on the organisation.
Admin assistant skills and qualifications
Successful admin assistants are typically organised, proactive and confident, handling a variety of tasks throughout the day. While formal qualifications can help, many essential skills can be developed through office, customer-facing or administrative experience.
Strong candidates often demonstrate communication, organisation and multitasking skills, which may be important for success in this role. Attention to detail and time management are also valuable competencies that can set top candidates apart. Other common admin assistant skills include:
- Confidence in communicating clearly and professionally with a wide range of people, including senior management, CEOs, customers and suppliers
- Ability to accurately transcribe messages and record information over the phone or in person
- Proficiency with office software such as Microsoft Word and Google Docs
- Strong data entry skills and confidence using databases and spreadsheets, including Microsoft Excel and Google Sheets
- Ability to use basic accounting software such as QuickBooks or Xero to generate invoices and receipts
- Ability to use scheduling tools and workflow platforms, including Asana, Google Calendar, Outlook, Trello and similar systems
- Understanding of HR procedures, including entering payroll information and maintaining the confidentiality of employee records
Admin assistant experience requirements
Admin assistants often benefit from one or two years of experience in an office-based role, but many employers are open to recruiting entry-level candidates with the right profile and transferable skills. Experience in customer service, reception work or data entry can be useful for candidates who haven’t previously worked as an admin assistant.
Experience in areas such as HR, payroll or basic finance is usually beneficial, as these roles involve handling confidential information and working with administrative systems. Familiarity with the organisation’s industry can also be an advantage, although not essential.
Admin assistant education and training requirements
Admin assistants are generally preferred to have solid GCSE results in maths and English, though requirements vary between employers. Some organisations look for candidates who have completed A-levels or a relevant college course, such as the Level 2 or Level 3 Diploma in Business and Administration.
Apprenticeships are another common entry route, particularly the Level 3 Business Administrator apprenticeship, which combines practical experience with structured training. A degree in business studies or a related subject is not necessary, as many admin assistants build their skills through on-the-job training, including experience with office software, customer communication and administrative processes.
Admin assistant salary expectations
Compensation for an admin assistant varies based on experience, company size, location and industry. Find current salary data for admin assistant roles on Indeed Salaries to help benchmark competitive pay.
Some employers also offer additional benefits, such as hybrid working arrangements, pension contributions or training and development opportunities.
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