Admin Assistant Job Description: Top Duties and Qualifications

An Admin Assistant, or Administrative Assistant is responsible for providing help and support with day-to-day tasks in offices and workplaces. Their duties include taking notes in meetings, answering phone calls and photocopying documents. 


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Admin Assistant duties and responsibilities

An Admin Assistant is responsible for ensuring that an office is organised and that daily tasks are completed efficiently. Admin Assistants have a wide range of duties to complete, and they must be willing to take on extra administrative tasks as and when required by colleagues and managers. Their primary duties and responsibilities include:

  • Acting as a point of contact for customers, clients or suppliers via email, over the phone or in person
  • Welcoming visitors to the building, organising security clearance and showing them to meetings
  • Booking meeting rooms for colleagues and arranging meeting schedules
  • Organising filing systems and updating office databases
  • Processing invoices, tracking receipts, inputting expenses and other basic bookkeeping tasks
  • Arranging travel plans and hotel stays for staff members 
  • Ordering new office equipment, such as stationery, printer refills or staff uniforms
  • Scheduling office meetings between teams, managers and departments
  • Responding to questions and requests for information


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What does an Admin Assistant do?

An Admin Assistant works in a support role to provide administrative assistance. Admin Assistants can help with general office duties and tasks, or they can be assigned to assist specific members of staff, particularly senior management figures. They perform essential operational and organisational tasks that allow a company to operate in the business-as-usual (BAU) mode. The job of an Admin Assistant can include tasks ranging from making coffee to organising payrolls. Senior Admin Assistants are also required to delegate administrative tasks in the office and oversee operational projects. 


Admin Assistant skills and qualifications

A successful Admin Assistant candidate will have various prerequisite skills such as a high level organisational, administrative and clerical skills, as well as excellent communication, interpersonal skills and a basic knowledge of the industry the company works in or their products and services they sell. Other important skills and qualifications can typically include:

  • Confidence to communicate effectively and accurately with a wide range of people, from senior management and CEOs to customers and suppliers 
  • Ability to accurately transcribe messages and record information over the phone or in person
  • Proficiency in computer programs, particularly Microsoft Word or Google Docs
  • Data entry skills and knowledge of 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 software and workflow programs, including Asana, Google Calendar, Outlook, Trello and others
  • Knowledge of human resources procedures, such as entering payroll information and keeping personal employee information confidential


Admin Assistant experience requirements

Admin Assistants often require a minimum of one or two years of experience working in an office-based role. However, many employers offer entry-level positions. Usually, employers can look for candidates with experience working in customer-facing roles or data entry jobs if they don’t have specific experience working as an Admin Assistant. Most companies regard the experience of working in human resources, payroll or accounting departments highly. Background in the industry the company works in is a bonus for employers, but not essential.


Admin Assistant education and training requirements

Admin Assistants require excellent results at the GCSE level in English and maths. Employers also look for strong results at A-level or a relevant college course. A Level 2 Diploma in Business and Administration is a popular choice among college courses. Employers can look for applicants with a degree in business studies, business administration or a similar subject. However, higher education is not essential if on-the-job training is provided.


Admin Assistant salary expectations

According to Indeed Salaries, the average salary for an Admin Assistant in the UK is £8.57 per hour. Salary may be dependent on experience, location and company.


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Admin Assistant job description FAQs


What's the difference between an Admin Assistant and an Administrative Manager?

An Admin Assistant is often an entry-level office role, whereas an Administrative Manager is employed in a leadership and management role. An Admin Assistant reports to an Administrative Manager, who is responsible for delegating tasks to the administrative team and supervising their work. An Administrative Manager is responsible for the overall efficiency and organisation of the office or workplace. Admin Assistants are only responsible for the tasks delegated to them.


What makes for an excellent Admin Assistant job description?

An excellent Admin Assistant job description provides potential candidates with an overview of the company they could be working for, including the company’s ethos and values. As this is primarily an office-based role, the job description can detail potential perks or benefits, such as team building days, office events, relaxation areas or lunchtime discounts offered to employees.


Do Admin Assistants have different responsibilities and duties in different industries?

Admin Assistants have similar responsibilities across different industries, but their day-to-day duties can vary. For example, Admin Assistants employed by a law firm deal with legal queries and source legal documents, while Admin Assistants employed by a Doctor may update and file patient records.

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