Administrator Job Description: Top Duties and Qualifications

An Administrator, or Managing Director is responsible for supporting an individual or team of people with clerical jobs and administrative tasks. They ensure that employees follow office processes, handle and redirect incoming calls and act as the first line of contact for visitors to the business. 

 

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Administrator duties and responsibilities

Administrators are responsible for keeping office documents organised and they perform a range of tasks to support the staff they work with. Their duties typically include: 

  • Dealing with incoming and outgoing correspondence
  • Data entry, retrieval and database maintenance
  • Filing and archiving 
  • Creating and managing documents, spreadsheets and presentations
  • Compiling reports 
  • Managing diaries for team members
  • Scheduling meetings, taking minutes and arranging conferences and events 
  • Speaking to customers and clients to answer queries and resolve issues

 

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Administrator Job Description Examples:

 

Example 1

We are currently looking for a part time Operations Support Administrator for 20 hours a week to join our team at RAF Valley. This is an interesting and varied role supporting the business by providing administrative support and coordinating security matters. To be considered for this position, it is essential for you to: have previous experience in team support and administrative functions possess strong organisational skills be able to demonstrate a flexible approach to work, be self motivated and be able to prioritise workload have clear and confident communication skills For further information about this role, please for a job description. In return we can offer an empowered and supportive environment, supported by a competitive package. The successful candidate will be required to undertake MOD Security clearance and hold the legal right to work in the UK and be subject to security clearance which includes 3 years’ reference checks. Verification of any essential qualifications/licences/passport must be shown at the interview stage. To apply for this position please send your CV and covering letter to by the closing date of 11th June 2021.

Example 2

*Lincolnshire: Administrator (Scunthorpe based)* *Job Type: * Permanent *Salary: *18,532.80 (pro-rata for part time) *Hours: *40 hours (part time positions may be considered) *Closing Date: *16th July 2021 *Please quote reference: *ABL – 267a *Job Purpose: * The post holder’s main duties will be to provide administration support for a targeted Weight Management service. The post holder will be responsible for a range of administration, ensuring the smooth running of the office and the administration of the programmes to meet targets and deadlines set by the funding bodies. *Duties and Responsibilities* * Take incoming calls for all Lincolnshire services, ensuring that calls are transferred to the relevant person/ department and making sure messages are dealt with efficiently. * To work within a busy office as part of a team, sharing work fairly and efficiently and respecting other admin staff’s skills and competencies. To provide general clerical and administrative support including word processing, filing routine correspondence. To follow established systems for allocation and completion of work. * Providing professional administration services to clients and identifying specific needs. * Manage and maintain confidential patient files on a database and on paper. * Manage and deal with incoming healthcare referrals promptly, adhering to company timescales * Flexibility to cover colleague’s annual leave, sickness etc. * Weekly monitoring of workload and service targets. * Take meeting minutes, type and distribute as required * General administration (record keeping, filing etc.) For further information, please see job description *How to Apply* To apply for this role you will need to complete an application form. Please click on the download buttons to access an application form and job description: Alternatively you can request an application form and job description/person specification from Siobhan Chambers by emailing or telephone 01204 584 069. CV’s will not be accepted. Strictly no agencies. Job Types: Full-time, Part-time, Permanent Salary: £18,532.80 per year

Example 3

Business Administrator required to work in our busy Bridgnorth office. Key Responsibilities: – Answering calls Processing customer orders Coordinating engineers diaries Interacting with colleagues Working within existing procedures General office duties Customer service Key Skills: – Excellent communication and teamwork skills Pro-active Accuracy with attention to detail Good telephone manner Excellent organisational skills Quick and keen learner Confident Be a team player but also have the ability to work independently To support the Management team A structured approach to work Must be computer literate Must be competent at using Microsoft software, in particular Word and Excel Reception duties Accuracy with attention to detail

Example 4

T R Hayes are seeking a receptionist. The job involves working as part of our office team but with particular responsibilty for answering the phone, emails, taking payments and assisting customers at the cash desk. You will need good IT skills including Microsoft Office / 365 (Outlook, Excel, Word) and be well organised with excellent attention to detail. The role is full time including some weekend/bank holiday working with a rota day off in the week. Store hours are 8.45 to 5.30 Monday to Saturday (10 to 4 Sunday). T R Hayes is a long established family run furniture / carpet / curtain retailer in Bath employing 50 staff. Benefits include a pension plan, staff parking, 28 days paid holiday (pro-rata) and a generous staff discount scheme. Job Types: Full-time, Permanent Salary: per year Benefits: * Company pension * Employee discount Schedule: * Day shift * Monday to Friday * Weekends Work remotely: * No

Example 5

Due to expansion, we have a new position for an Administrator to join our head office team. Our company is growing and expanding yearly, and this entry level position is a great opportunity to broaden your admin skills and develop with us. Every day can be different, but key duties will include: * Preparing presentations, proposals and reports for our sales team * Updating our CRM systems * Making travel and accommodation bookings * Training course admin and support * General office admin support Previous experience in an office environment is preferred, but not essential – as we will invest and train the right candidate. There is a lot to learn, so you must be keen, confident and inquisitive. You will need to have accurate keyboard skills and be competent with Word and Powerpoint as a minimum. Knowledge of Excel is an advantage. So, if you are a good team player, with a helpful attitude – who is quick thinking and can use their own initiative – we would like to hear from you. Hours are Mon-Fri (37.5 hours), 25 days holiday + company benefits. Salary dependent on experience. Application deadline: 16/06/2021 Job Types: Full-time, Permanent Salary: per year Schedule: * Monday to Friday Work remotely: * No

Administrator skills and qualifications

Administrators have a wide range of responsibilities and they need a variety of skills. A successful Administrator candidate will have various prerequisite skills and qualifications, that typically include:

  • Excellent communication and interpersonal skills
  • Organisational skills
  • IT literate with good typing skills and confident using a range of programmes including email, word processors, presentations and spreadsheets
  • Time management skills and the ability to prioritise their workload effectively
  • Customer service skills
  • Problem-solving skills and the ability to come up with creative solutions to issues
  • Able to work with a team, take direction from others and collaborate effectively

 

What does an Administrator do?

An Administrator assists with the smooth running of a company by providing support to senior team members and Managers. They take on the daily tasks involved in running an office to enable more senior team members to focus on income generation and strategic planning. They act as the first point of contact for guests and visitors and answer phone calls and direct queries to the appropriate staff members to deal with them. Administrators devise and implement organisational systems to ensure that all data is managed effectively and accessible when required.

 

Administrator experience requirements

There are no specific experience requirements for Administrators, but prior employment in an office environment is an advantage. Applicants that have had customer-facing jobs in retail will have experience of dealing with the public and will be used to maintaining a calm and professional demeanour even in high-pressure situations. Entry-level Administrators without work experience may have developed relevant skills by prioritising their workload, conducting research and managing their time while studying.  Senior Administrators will usually need some experience of working in an administrative role and will usually have experience of supporting senior management or directors with high-level tasks. 

 

Administrator education and training requirements

Education requirements for Administrators vary depending on the role. Some employers only require GCSEs with passes in maths and English or equivalent. A degree is an advantage for Senior Administrator roles, particularly in subjects such as business studies or law and some roles require specialist skills such as proficiency in a foreign language or experience working with a specific industry. Candidates may have specific training such as a City and Guilds in Business and Administration or a National Vocational Qualification (NVQ) Diploma in Business Administration which demonstrates proficiency in many of the skills required.

 

Administrator Salary Expectations

According to Indeed Salaries, the average salary for an Administrator in the UK is £20,302 per year. This is dependent on the industry sector, the level of seniority and location of the job

 

Job description samples for similar positions

If you need support staff but an administrator isn’t quite what you are looking for, then these job description samples may be more helpful:

 

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Administrator job description FAQs

 

Who does an Administrator report to?

The reporting structure for an Administrator depends on the size of the organisation and the scope of their role. Some departments will have a team of Administrators providing general support to a number of colleagues and others will have one or two Administrators dealing with all the clerical work for a whole division or office. Some Administrators work with a single Manager or Director, managing their diary and dealing with their correspondence.

 

What is the difference between an Administrator and a Secretary?

There are many similarities between the two roles as they both provide support, but an Administrator is a more senior role with more areas of responsibility. A Secretary’s duties are typically clerical, including typing, transcription, directing calls and filing. Administrators have a broader range of duties, including corresponding with clients and suppliers, conducting ad hoc research and creating agendas for meetings. In some sectors, Secretaries have a specifically defined role, such as Medical and Legal Secretaries.  

 

What makes a good Administrator job description?

Administrators can be responsible for a range of tasks, so a good job description will be clear about the scope of their duties. Be specific about the level of experience required and the seniority of the position to ensure that you attract candidates with appropriate skill sets. Include details of the company culture and ethos to encourage suitable candidates to apply.

Job Description Examples

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