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How To Get An Administration and Secretarial Job

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What is Administrative or Secretarial work?

Administration is a broad term used for the management of affairs within a business. An administrator often carries out clerical duties, such as ordering supplies, arranging travel, and filing documents. They are responsible for the smooth running of the business, or a particular team, or senior person within a business.

Administration is similar to secretarial work too: secretaries can expect to carry out the same roles, while also being a friendly face to the public or visitors to the business, and directing calls and post.

What does an Administrator or Secretary do?

An administrator or secretary’s roles vary depending on the nature of the business you work for. The main goal for both positions is to ensure the people you work with are supported. That may be through:

  • Greeting clients
  • Answering phones
  • Responding to general email enquiries 
  • Sorting and directing post
  • Taking notes
  • Inputting data
  • Typing up documents
  • Filing documents
  • Managing diaries
  • Ordering supplies

Who employs Administrators and Secretaries?

Typical employers of administrators and secretaries include public services, as well as local and central government.

In the private sector, administrative and secretarial roles can be specialised by industry or department. Specialising in one area of administration can be a good way to advance your skillset, as well as your pay. Examples of this include: accounts administrationfinance administration, and HR administration.

If you’re looking for secretarial work, it’s important to note that a Company Secretary is a different role entirely: it involves making sure the business is legally compliant, and often Company Secretaries are appointed by the business’ directors.

What qualifications and training are required?

For administrators, secretaries, receptionists, typists, clerks, etc., qualifications that prove your literacy and numeracy skills are key. Often this is indicated through English and Maths GSCEs or A-Levels, although qualifications in Business Administration can bolster your application greatly.

A good telephone manner, and personable approach will often be required, as well as expert typing skills. It’s also incredibly important to ensure your C.V. and Cover Letters are free of any mistakes, as these are a demonstration of how well you’ll do in the job role too!

What are an Administrator or Secretary’s key skills?

Good administrators and secretaries can juggle multiple activities at once, and they’re good at prioritising. Above all, they are highly organised and can communicate well with both internal members of staff, and external clients and visitors.

Other key skills include:

  • Ability to work quickly and accurately
  • Excellent attention to detail
  • Friendly attitude and demeanour
  • Able to multi-task and prioritise tasks
  • Strong organisational skills
  • Works well in a team
  • Uses initiative to increase efficiency
  • Willing to learn internal processes

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