Administration Assistant Job Description: Top Duties and Qualifications

An Administration Assistant, or Clerical Assistant provides administrative and clerical support for an office or department. Their duties include welcoming visitors at reception, answering, routing phone calls and maintaining an organised filing system.

 

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Administration Assistant duties and responsibilities

The range and type of duties an Administration Assistant does, varies depending on factors like the size of the company they work for. Those who work in smaller environments may have a wider scope of duties, for example they may do the tasks that a Receptionist would handle at a larger firm. In addition, Administration Assistants who work in large organisations may oversee an administrative team. Generally, their job involves:

  • Monitoring office supplies and reordering them as needed
  • Operating and overseeing the maintenance of office equipment, such as printers and photocopiers
  • Typing letters, reports and other business documents
  • Updating and maintaining records, both on paper and digitally
  • Arranging meetings on behalf of the staff, including booking meeting spaces and organising refreshments
  • Taking and distributing meeting minutes
  • Making travel and accommodation arrangements for staff
  • Responding to questions and requests for information 
  • Generating memos, emails and reports where appropriate

 

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What does an Administration Assistant do?

Administration Assistants ensure that an office runs smoothly by taking care of the day-to-day administrative tasks. As opposed to Personal Assistants who typically assist an executive member of staff, Administration Assistants provide general office support. They often serve as the first point of contact for all incoming enquiries, whether these are phone calls or emails. Depending on the position, Administration Assistants may sit in the reception area, in which case they are also the first point of contact for visitors. Those who work in large organisations can support various business functions, including marketing, finance or human resources.

 

Administration Assistant skills and qualifications

The job of an Administration Assistant involves interacting with people. Whether they’re corresponding with clients, dealing with suppliers or arranging a conference, they need strong communication skills. They need to be able to actively listen to fellow employees and other stakeholders and should be able to effectively relay information. A successful Administration Assistant candidate will have various prerequisite skills and qualifications that typically include:

  • Excellent organisational skills to ensure that the daily activities of an office run smoothly
  • IT literacy and a working knowledge of relevant software, such as Microsoft Office
  • The ability to multitask and prioritise tasks to cope with the multifaceted nature of the job
  • The ability to use their own initiative but also work as part of a team
  • Excellent customer service skills, as they deal directly with a company’s clients
  • A professional and neat appearance, as they are often the first employees to welcome clients and visitors
  • Good writing skills and a sound command of the English language

 

Administration Assistant experience requirements

The level of experience Administration Assistants need varies depending on the position. Some employers may hire candidates with no previous experience and provide them with on-the-job training. In contrast, others may only be open to applicants who have experience in office administration. Depending on the position, employers may require a working knowledge of certain software programmes, such as database applications, or experience in doing dictations and transcriptions. Some positions may also require experience in leading an administrative team. 

 

Administration Assistant education and training requirements

There are no fixed education and training requirements for this occupation. Candidates typically need a few GCSEs, including English and maths, to prove they have the required numeracy and literacy skills for the job. There are also various courses in administration or business studies that candidates can complete to develop their skills and knowledge in the field. Relevant courses include a Level 2 or 3 Diploma in Business and Administration or a Higher National Diploma (HND) in Business Administration. Another way to enter this occupation is through an intermediate apprenticeship in business administration.

 

Administration Assistant salary expectations

According to Indeed Salaries, the average salary for an Administration Assistant in the UK is £18,623 per year. Salaries vary,  depending on factors like location and level of experience.

 

Job description samples for similar positions

If this job description doesn’t adequately describe the job opening you have, here are a few job description samples of similar positions to consider:

 

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Administration Assistant job description FAQs

 

What are the hours of an Administration Assistant?

Administration Assistants typically work Monday to Friday, 40-hour work schedules. The job normally doesn’t require working on evenings, weekends or bank holidays. Part-time and temporary positions are also available.

 

What types of industries and organisations can benefit from hiring an Administration Assistant?

A wide variety of companies and industries employ Administration Assistants, including law firms, medical offices, hospitals, schools, government agencies, private enterprises and NGOs.

 

What's the difference between a Receptionist and an Administration Assistant?

Although these two occupations may merge in smaller companies, they are nevertheless distinct roles. The scope of a Receptionist’s work is smaller than that of an Administration Assistant. The former is in charge of the reception desk of a company, including answering phone calls and greeting and directing visitors. Administration Assistants have more responsibilities, such as transcription, filing and organising meetings.

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