Assistant Administrator Job Description: Top Duties and Qualifications

An Assistant Administrator, or Administrative Secretary, performs a wide range of administrative and clerical functions in the office. Their duties include organising and scheduling appointments, taking minutes during meetings and compiling and updating paper and digital records.  


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Assistant Administrator duties and responsibilities

An Assistant Administrator ensures the day-to-day operations of the office are smooth and efficient. Their duties and responsibilities include:

  • Handling queries for Managers and other employees on the phone, email and social media platforms
  • Greeting, welcoming and directing visitors
  • Handling daily office duties such as creating reports and presentations and maintaining filing systems
  • Setting up meetings, taking accurate minutes and organising and scheduling appointments 
  • Making travel arrangements for office staff, including booking flights and making hotel reservations 
  • Ordering office supplies and working with vendors to maintain office equipment
  • Writing and sending business correspondence and enforcing office procedures 
  • Compiling, reconciling and submitting office expense reports 


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Assistant Administrator Job Description Examples:


Example 1

Rix Petroleum Hull are seeking a professional individuals who will work as part of the routing team to maintain and develop an effective, efficient and productive driver workforce, with focus on delivery of operational excellence. We are open to recruit two part time individuals to carry out this role as a job share. *Responsibilities* · To liaise with the appropriate teams in relation to delivery tickets to ensure the highest level of customer service is achieved and ensure correct products are ordered and lifted on a daily basis, · Required to review daily orders on hold and liaise with sales team and routers to produce clearances including additional delivery instructions and · To enter drivers hours data onto the system and keep up to date all control sheets and work logs accurately reflecting the workload, · Support the safe operation of depots, facilities and resources through the promotion of an active safety culture and to lead by example, · Ensure regular communication to drivers is provided as directed, · Ensure that delivery commitments to customers are maintained, · Direct liaison with customers both internal and external to ensure that any issues affecting deliveries are properly communicated. *Skills and Experience: * · Experience of working within a transport environment, specifically LGVs, would be essential for this position, · Strong verbal and written communication skills with attention to detail required; · Determination to deliver results, · Able to follow defined policies and procedures, · Solid understanding of Health and Safety legislation with the ability to lead by example. Due to the high demand of applicants we are expecting to receive, we will not be able to reply to each and everyone of you, so if you do not hear from us within 2 weeks on this occasion unfortunately you will have been unsuccessful. We thank you for applying. Part-time hours: 40 per week Job Types: Full-time, Part-time, Permanent Salary: £10.00 per hour Schedule: * Day shift * Monday to Friday Work remotely: * No

Example 2

Join Team JTC where your contribution will be valued. An exciting opportunity has arisen within our Funds Services Team for an enthusiastic and self-motivated Assistant Administrator to assist the department in providing an efficient Administration service in Guernsey. Purpose of job To provide administrative, filing and general office support to the Guernsey office and provide cover for the receptionist, ensuring a professional front of house reception service is delivered to all clients, employees, intermediaries and suppliers, including the effective management of in-coming telephone lines and client meeting room calendars. Essential requirements Minimum A Level qualifications or equivalent Ability to work to deadlines and prioritise effectively Excellent attention to detail Good analytical skills Strong communication skills with an enthusiastic and helpful outlook Reliable, dependable, trustworthy and confidential Main responsibilities and duties Retrieval of physical and electronic documents and files under instruction from admin teams and JTC management Maintain filing in the Guernsey Office Create and update new physical files Accurately scanning high volumes of sensitive documents for electronic filing and distribution Accurate data input and electronic filing using the ViewPoint Management Software System Carry out filing and administrative tasks as received by email instruction from senior team members Use of 3rd party supplier to facilitate document archiving and retrieval including accurate data input of file/document information Collection, process and distribution of post as per company procedure Assist and support with administration activities and queries with other departments where necessary Reception responsibilities: Meet and greet clients, intermediaries and external visitors in a professional yet friendly manner, maintaining the expected JTC standards. Set up meeting rooms and boardrooms and provide refreshments as and when required, in accordance with the JTC catering guidelines. Ensure the smooth set up of IT for meeting rooms with the ability to rectify, through liaison with IT Team, any problems which may occur. Actively manage meeting room and boardroom calendars on a rotation basis. Liaising with “meeting owners” to confirm meeting requirements from a catering perspective and ensure requirements are met, such as dietary needs, allergies. Ensure the reception, meeting rooms, kitchen and welcome area is kept tidy at all times. Manage visitor signing in/out and overall security of incoming personnel. Co-ordinate couriers, notifying of delays. Assist in the preparation of presentations and proposals; Liaise with as necessary and under the supervision of more senior team members. Adhere to all JTC Risk & Associate Compliance procedures in relation to regulatory requirements and AML legislation. Adhere to JTC core values and expected behaviours; JTC is a publicly listed, global professional services business with deep expertise in fund, corporate and private client services. Every JTC person is an owner of the business and this fundamental part of our culture aligns us with the best interests of all of our stakeholders. Our purpose is to maximise potential and our success is built on service excellence, long-term relationships and technology capabilities that drive efficiency and add value. JTC’s culture places a strong focus on the development of its employees. We value our employees’ commitment to their career and encourage and support you if you wish to pursue a professional qualification as well as providing ongoing learning and development opportunities through our Academy and Gateway programmes. Our vision for the future is driven by an entrepreneurial and innovative spirit. If you would like to join team JTC, where everyone is dedicated to continuously delivering a service beyond our clients’ expectations, please apply (applications will only be accepted if made through the online portal).

What does an Assistant Administrator do?

An Assistant Administrator handles a variety of administrative tasks to support Managers, other employees and visitors and to ensure smooth office operations. They also oversee general administrative duties in the office, including planning meetings, answering phone calls, typing memos and reports and preparing slides for presentations.  


Assistant Administrator skills and qualifications

A successful Assistant Administrator candidate will have various prerequisite skills and qualifications these typically include:

  • Diploma in business administration or relevant apprenticeship equivalent
  • Experience in an office administration role
  • Attention to detail and thoroughness 
  • Excellent verbal and written communication skills
  • Excellent computer skills, including typing and creating slides
  • Ability to use computer software packages, filing systems and office equipment 
  • Customer service skills 
  • Ability to work independently or as part of a team


Assistant Administrator experience requirements

Assistant Administrators do not have specific experience requirements, as it is an entry-level role. However, experience in a related role such as Office Assistant, Secretary and other administrative positions is beneficial. Most employers provide Assistant Administrators with on-the-job training to familiarise them with their office policies and procedures. Assistant Administrators employed to work with Senior Managers may need to have about two years of work experience. Experience in typing, telephone handling and IT tools, such as spreadsheet, presentation, bookkeeping and file management software, is an important requirement.


Assistant Administrator education and training requirements

Assistant Administrators must have a Level 2 or 3 Diploma in business administration. Some employers consider candidates who have completed an intermediate apprenticeship or advanced apprenticeship in business administration. Some employers will consider candidates who have GCSEs at grades 9 to 4, including English and maths or equivalent qualifications if they have the required IT skills. 


Assistant Administrator salary expectations

According to Indeed Salaries, the average salary of Administrator Assistants in the UK is £18,589 per year. Actual pay may depend on job duties and responsibilities, the employer, qualifications, experience, location and the industry. 


Job description samples for similar positions

Here are job description samples for similar roles if you are not looking to employ an Assistant Administrator:


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Assistant Administrator job description FAQs


What should you look for in an Assistant Administrator CV?

Make sure that the prospective candidate has the relevant experience in your industry and the right educational background in your field. They should have superior customer service skills. Look for qualities such as punctuality and the ability to maintain professionalism at all times. The Assistant Administrator must be proficient with diverse filing systems and know how to keep the office organised.


How can you make your Assistant Administrator job description stand out?

When writing an Assistant Administrator job description, it’s important to outline how the person will fit into your company’s operations. Highlight their duties and responsibilities and what you expect them to achieve. Describe the most important skills and qualifications the Assistant Administrator must have. If the work environment requires knowledge of industry-specific terminologies, mention it in the skills and qualifications section. You can also mention the potential salary, experience level and include a specific closing date for applications.


What makes a good Assistant Administrator job description?

A good Assistant Administrator job description should start with an attention-grabbing summary that includes the specific job title. Including specific job titles increases your chances of attracting the ideal candidates for the role. Don’t use language that can confuse prospective candidates. Rather, describe the role using standard terms potential candidates will search for. Mention the unique details about your organisation, as this will encourage candidates to apply. Also, mention the exact job location so it appears at the top of search results. If you include a list of skills or responsibilities make them concise.


Who does an Assistant Administrator report to?

An Assistant Administrator usually reports to an Office Manager, Supervisor or Office Administrator. 

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