Administrative employees are part of every institution. They welcome visitors, take notes, give appointments, and answer the phone. Whatever is the executive role, these employees are always alert of all actions taken in an office. This work is varied and includes many other tasks depending on the required service, such as archiving or filing. If the administrative chair is part of your professional plans, an article explains all about the administrative jobs. Let’s get started:
Administrative Jobs Qualifications: Education and Training
When you consider applying for administrative jobs, you need to be eligible for the job. You need to have the required skills and the level of education relevant to the job. So here is how to become an administrative employee.
1.Choosing the Appropriate Apprenticeship:
Administrative jobs usually require secretarial training and apprenticeship that generally lasts between two years or more. The level of office management usually depends on the type of organization you wish to apply for. For example, an administrative employee in an export-import company has a different diploma from a managerial employee in a hotel. The type of apprenticeship differs from a secretary, a receptionist, and an administrative assistant. Although many employees are classified under the category of administrative employee, they don’t have the same educational fulfillment or salary and schedule. However, all administrative employees can elevate in career and become an administrative technician in more specific functions, depending on the institution, seniority, and level of expertise. There is also the possibility of acceding to the function of the public sector.
2.Applying for the appropriate Administrative Position.
As a job seeker, you should know the different administrative positions and their conditions of access. There are usually three types of administrative jobs.
Reception and secretary:
This type requires simply a GCSE with English and Maths grades. Applicants for this administrative role can apply as:
School and Childcare administrative agents
Firm secretary or receptionist
Hotel or travel agency receptionists
Department’s Intermediates:
This type is for administrative employees, who act as an intermediate between people and the heads of departments, bosses, or managers. Applicants should have a GCSE with a diploma in clerical work. They can also apply as:
University administration clerks
Bank clerks
Human Resources administrative agents.
Assistance :
This type is for applicants who offer recommendations, assist people in different departments, and offer the appropriate help for both people and other operators. Applicants should have achieved the A-level or obtained an apprenticeship in health institutions assistance, customer-service, or legal, clerical work. They can apply for administrative jobs like:
Administrative Assistant
Personal Assistant
executive assistant
human resources assistant
secretary-medical assistant
secretary-legal assistant
Check and control:
This type of administrative work is based on civil service and on checking commodities, taxation, civil documents, etc.… Applicants can apply with a GCSE with an apprenticeship in civil service. They can also apply for jobs like:
Airport agents
customers controller
treasury collector
Administrative Jobs Training:
As you know, vocational training and internship are required before official access to the job. All administrative professionals are based on different levels of training and diplomas. This stage lasts several months in preparing applicants for clerical work, which culminates in diplomas in:
- Secretarial Assistance
- Civil service
- Human resources
- Legal Clerical Work
- Customer Service
Typical Roles of Administrative Employees
Despite the requirements of each institution for clerical agents, there are many common roles that an administrative employee performs during the day. Here are some examples of common tasks for administrative officers:
Reception of visitors
Receiving phone calls
Drafting reports and various documents
Mail processing (sending, receiving, distribution to the various departments)
Checking and controlling files and documents
Qualities and Skills needed for Administrative Work
Every job requires a set of skills to grant the required level of service and performance. An administrative employee is no exception and should have the following skills:
Organizational skills: it is essential to have a great sense of organization, and arrange the files and archive them.
Teamwork and coordination skills: it is important to listen attentively to each other within the company to meet requests and expectations best.
Flexibility: you have to be autonomous and often anticipate the work and the tasks to be performed.
Computing and typing skills: it is mandatory to have an excellent command of all computer tools, whether spreadsheets, emails, or office suite.
Problem-solving skills: you have to know how to manage conflict situations, especially for telephone contacts with customers and suppliers sometimes.
Communicative skills: you should know how to communicate effectively with others.
Customer-service skill: it is about being client-centric and increasing a faithful community to the service or the product that the company offers.