Administration Officer Job Description: Top Duties and Qualifications

An Administration Officer, or Admin Officer supervises the administrative and clerical operations in a company. Their duties include preparing reports, maintaining records and scheduling meetings and appointments.

 

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Administration Officer duties and responsibilities

The Administration Officer is responsible for the services necessary for the smooth running of an organisation. Some organisations require Administration Officers to perform assorted administrative duties such as answering phone calls or managing company social media accounts. Their typical duties and responsibilities include:

  • Overseeing the day-to-day activities of Administrative Assistants
  • Purchasing office supplies and maintaining office equipment
  • Enforcing compliance with health, safety and security of staff and environmental standards in the office
  • Overseeing the use and maintenance of the building
  • Preparing regular reports on office budgets and expenses
  • Creating and updating office policies and procedures to enhance efficiency
  • Monitoring staff performance and handling disciplinary issues
  • Collaborating with the human resources department on staff recruitment and training

 

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What does an Administration Officer do?

Companies and organisations employ Administration Officers to oversee the day-to-day running of their offices or departments. Administration Officers run company databases, manage office supplies and prepare regular administrative and financial reports. They also supervise the office administrative team and ensure office equipment and machinery are in working condition. Administration Officers typically work full-time hours. Experienced Administration Officers can provide senior management duties or become Procurement Managers, Office Managers or Operations Managers.

 

Administration Officer skills and qualifications

A successful Administration Officer candidate needs various prerequisite skills and qualifications needed to perform duties effectively, including:

  • Knowledge of office administration and business management
  • Proficiency in Microsoft Office Suite
  • Excellent verbal and written communication skills
  • Strong organisational skills
  • Ability to work well with others
  • Attention to detail and thoroughness
  • Patience and ability to work in stressful situations
  • Excellent time management skills and the ability to prioritise effectively

 

Administration Officer experience requirements

Administration Officers typically need experience in office administration, clerical functions and inventory management. Experience in project management, office equipment maintenance, human resources and procurement is also beneficial. The experience requirements for Administration Officers depend upon the industry, role and employer. Most entry-level Administration Officer roles need at least two years of experience. Mid-level candidates may require over two years of experience, while senior positions may require over five years of experience. In specialised industries, Administration Officers may also need to have a background in the employer’s industry.

 

Administration Officer education requirements

Administrative Officers typically require a degree in business management, public administration or human resources management to apply. Some Administration Officers earn their position via a higher apprenticeship in business administration. Experienced Office Assistants or Supervisors can also become an Administration Officer if they have relevant experience and qualifications. Some employers require Administration Officer candidates to have a degree related to their fields. Senior roles may need to have postgraduate degrees or professional certifications. Optional training for Administration Officers is available from the Institute of Administrative Management.

 

Administration Officer salary expectations

According to Indeed Salaries, the average salary for Administration Officer candidates in the UK is £20,115 per year. The actual pay may depend on the employer, the industry, location, experience, education and the specific job requirements.

 

Job description samples for similar positions

Here are job description samples for similar positions if you are not looking to recruit an Administration Officer:

 

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Administration Officer job description FAQs

 

What qualities make a good Administrative Officer?

Proficiency in technological administrative tools, ability to anticipate office needs and team coordination skills are essential attributes of a successful Administration Officers. Ideal Administration Officers are adept at strategic planning and knowledgeable in implementing office budgets. They are resourceful and know how to use available resources to improve efficiency. Good Administration Officers are adept at multitasking, and they know how to delegate tasks effectively.

 

How can you make your Administration Officer job description stand out?

A good Administrative Officer job description mentions the specific traits that you require from the ideal candidates, such as the ability to work under pressure or delegate duties. Describe your organisation’s goals, mission and vision. You can also mention your clients so that the candidates have an idea of the kind of work they could be overseeing. State whether the role requires specific skill sets. If your organisation has a particular application procedure, you can provide instructions on how to apply. You can also include information about salary and other unique benefits and bonuses.

 

What is the difference between an Administration Officer and an Office Manager?

The difference between an Administration Officer and an Office Manager is that Administration Officers oversee the day-to-day running of the office. Office Managers create, implement and manage office policies and procedures to improve productivity and efficiency. The Office Manager also supervises the office administrative staff.

 

Who does an Administration Officer report to?

An Administration Officer can report to an Office Manager, an Administrative Manager or Head of Sales depending on the type of organisation.

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