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Administrative Secretary Job Description

How to Hire an Administrative Secretary

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Administrative Secretary Job Description

Administrative Secretaries perform administrative and secretarial duties in office environments. Their responsibilities include reporting to management, draughting documents and entering data, and scheduling appointments. They may work at government or educational institutions or incorporate, legal, or medical departments.

We are recruiting for a capable Administrative Secretary to assist us with office administration. In this position, you will be responsible for processing documents, maintaining databases, and liaising with the public. You may also be required to manage office supplies.

To succeed as an Administrative Secretary, you should possess excellent communication skills and demonstrable experience in a secretarial role. Outstanding Administrative Secretaries are highly organised in performing a wide array of administrative duties.

Administrative Secretary Duties and Responsibilities

  • 1-2 years of experience as an Administrative Secretary would be advantageous.
  • Advanced proficiency in managing documents, spreadsheets, and databases.
  • Ability to liaise internally and externally on administrative matters.
  • Exceptional filing, recordkeeping, and organisational skills.
  • Working knowledge of printers, copiers, scanners, and fax machines.
  • Proficiency in appointments scheduling and call forwarding systems.
  • Excellent written and verbal communication skills.
  • Exceptional interpersonal skills.
  • Formal qualification in office administration, secretarial work, or related training

Administrative Secretary Skills and Requirements

  • Report to management and perform secretarial duties.
  • Type, edit and format reports and documents.
  • File documents, as well as entering data and maintaining databases.
  • Liaise with internal departments and communicating with the public.
  • Direct internal and external calls, emails, and faxes to designated departments.
  • Arrange and schedule appointments, meetings, and events.
  • Monitor office supplies and ordering replacements.
  • Assist with copying, scanning, faxing, emailing, note-taking, and travel bookings.
  • Prepare facilities and arranging refreshments for events, if required.
  • Observe best business practises and etiquette.
  • 1-2 years of experience as an Administrative Secretary would be advantageous.
  • Advanced proficiency in managing documents, spreadsheets, and databases.
  • Ability to liaise internally and externally on administrative matters.
  • Exceptional filing, recordkeeping, and organisational skills.
  • Working knowledge of printers, copiers, scanners, and fax machines.
  • Proficiency in appointments scheduling and call forwarding systems.
  • Excellent written and verbal communication skills.
  • Exceptional interpersonal skills.
  • Formal qualification in office administration, secretarial work, or related training

Personalising Your Administrative Secretary 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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