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Administrative Officer Job Description

How to Hire an Administrative Officer

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Administrative Officer Job Description

Administrative Officers provide administrative and clerical support to companies and organisations. Task include answering telephone calls, schedule meetings, prepare reports, and file documents.

We are recruiting for an organised Administrative Officer to perform all administrative and clerical duties necessary for effective office management. As Administrative Officer responsibilities include welcoming visitors and clients, overseeing the activities of office cleaning staff and maintenance venders, as well as typing and proofreading various company documents. You should also be able to organise flights, transportation, and accommodation for company executives.

To succeed as an Administrative Officer, you should display good phone etiquette and a thorough understanding of office management procedures. Ultimately, a high performing Administrative Officer should be able to demonstrate exceptional organisational and time management skills to complete all duties in a timely manner.

Administrative Officer Duties and Responsibilities

  • Proven experience working in an office environment.
  • Working knowledge of business management.
  • Proficiency in Microsoft Office.
  • The ability to multitask.
  • Excellent organisational skills.
  • Effective communication skills.
  • Exceptional customer service skills.
  • Bachelor’s degree in Business Administration or Business Management is advantageous.

Administrative Officer Skills and Requirements

  • Answer telephone calls, responding to queries, and replying to emails.
  • Prepare expense reports and office budgets.
  • Manage office supplies and ordering new supplies as needed.
  • File important company documents.
  • Forward all correspondence, such as letters and packages, to staff members.
  • Schedule meetings and booking conference rooms.
  • Hire maintenance venders to repair or replace damaged office equipment.
  • Assist the HR department with job postings and interviews.
  • Proven experience working in an office environment.
  • Working knowledge of business management.
  • Proficiency in Microsoft Office.
  • The ability to multitask.
  • Excellent organisational skills.
  • Effective communication skills.
  • Exceptional customer service skills.
  • Bachelor’s degree in Business Administration or Business Management is advantageous.

Personalising Your Administrative Officer Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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