Administrative Officer Job Description: Top Duties and Qualifications

An Administrative Officer, or Office Administrator, performs all administrative and clerical tasks necessary for an organisation or company. Their duties include budgeting, organising company records and schedules and managing office inventory.

 

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Administrative Officer duties and responsibilities

Some of the specific duties and responsibilities of an Administrative Officer include:

  • Answering questions about the company by phone or email
  • Taking inventory and ordering office supplies 
  • Greeting visitors at the reception area
  • Scheduling meetings and taking notes 
  • Updating computer records
  • Maintaining office correspondences
  • Making travel arrangements for staff if necessary 
  • Printing and photocopying paperwork 

 

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What does an Administrative Officer do?

An Administrative Officer is responsible for the day-to-day administrative tasks of an organisation, including receiving and forwarding communications, managing payroll and accounting tasks, scheduling and taking care of general clerical tasks. Administrative Officers are highly organised people who understand the needs of the company and help it run more efficiently. Usually, this is an entry-level position and the Administrative Officer is responsible for all office paperwork, records and overall customer service. They may also be responsible for planning events and as serving as front-desk officers, welcome incoming clients. 

 

Administrative Officer skills and qualifications

A successful Administrative Officer candidate will have various prerequisite skills and qualifications, these include:

  • Strong organisational skills
  • Flexibility
  • Ability to work well with others 
  • Excellent communication skills
  • Ability to use the latest technology for office administration 
  • Sensitivity and empathy
  • Exceptional customer service skills 
  • Attention to detail

 

Administrative Officer experience requirements

Administrative Officers candidates should have some past administrative experience. As an Administrative Officer position is considered an entry-level job, applicants can apply without having higher education college or work experience. Look for candidates that have some experience and skills in administrative work, for example through volunteering with a charity or any organisational experience through a club within their school. Also, look for candidates who have experience working with organisational technology. 

 

Administrative Officer education and training requirements

The educational requirements for this job are minimum, perhaps an apprenticeship or having experience on a temporary contract. Higher education college courses for this position are a Level 2 or 3 Diploma in Business and Administration. Admission into a higher education college usually requires two General Certificates of Secondary Education (GCSEs) at grades 9 to 3. Some employers prefer candidates who completed an Intermediate or Advanced Apprenticeship in Business Administration. Other employers prefer applicants who have a Master’s Degree in Business or a relevant field.

 

Administrative Officer salary expectations

According to Indeed Salaries, the average salary of an Administrative Officer is  £19,804 per year. This figure varies depending on factors, including experience, geographical location and company.

 

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Administrative Officer job description FAQs

 

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

There are many companies, businesses and offices that need an Administrative Officer, so it’s important to make the job description highlight what makes this office the best place to work in. List the benefits associated with working for the company, such as flexible working hours and mention any room for career growth within the company. Be as specific as possible in the job description, so that the candidate understand the working environment and what is expected of them. State if any specialised knowledge is required for this position.

 

Who does an Administrative Officer report to?

As an Administrative Officer is responsible for a variety of tasks around the office and doesn’t usually have a direct supervisor to report to, they may be asked to complete certain tasks for different departments, for example helping HR with payroll accounts or scheduling meetings for an executive. The employee is expected to interact with and report to different people throughout the company. 

 

Do Administrative Officers have different responsibleness in different industries?

An Administrative Officer’s duties will always be to support an office in completing administrative tasks. However, the exact nature of the administrative tasks can vary and depend on the industry. Some industries may require a specialised knowledge. For example, an Administrative Officer in a hospital must have previous experience in the healthcare industry in order to help them better understand the administrative tasks they are required to perform. 

 

What is the difference between an Administrative Officer and Administrative Assistant?

An Administrative Officer helps the entire office with clerical tasks. An Administrative Assistant on the other hand, assists one person usually someone in upper management, with their day-to-day tasks. Administrative Assistants generally have specialised knowledge of the industry they are in, as they will help an executive with their tasks. An Administrative Officer’s position however, is more general and therefore less specialised.

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