Administration Jobs advice and tips

Administration Jobs

The role of a secretary or administrator is to provide clerical support for either a team or an individual like a director or MD. A secretary can also be responsible for undertaking projects and ensuring office procedures are implemented and run smoothly. The role typically involves tasks like word processing, taking minutes of meetings, booking facilities, dealing with enquiries either by phone or email and keeping diaries. A secretary must be confident using a variety of computer software packages to maintain databases and spreadsheets and create documents and invoices.

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Important skills of a secretary include strong organisational skills and the ability to arrange meetings and look after budgets. The role requires assertiveness and also knowledge of health and safety, company procedures and first aid. Shorthand skills are extremely useful for taking minutes, producing letters and correspondence and some companies will require a shorthand qualification for the job.

The ways in which an administration or secretarial career can progress include focusing on a particular specialised sector, becoming a personal assistant (PA) to senior management or becoming an office manager. Some sectors for secretarial work pay better than others, media administration tends to pay less than legal or medical secretarial work. Becoming a personal assistant is a good way to use secretarial skills to climb the career ladder, the role supports the most senior members of staff within a company and the position holds a great deal of responsibility and organisation to ensure all their arrangements run according to plan. The role of office manager will vary according to the size of the organisation but generally includes tasks like supervising the implementation of new office systems, conducting appraisals and managing the office budget. They may also be required to have knowledge of employment legislation, such as the Disability Discrimination Act.