what is an office assistant?
An office assistant is in charge of running the everyday operations in a company. Their standard duties and responsibilities may include taking notes or typing during meetings, receiving calls and relaying information. Office assistants can work across several industries for different kinds of businesses.
Your duties and responsibilities as an office assistant vary depending on the company you work for since they all have different needs. Essentially, you support managers and workers so that their operations run seamlessly, whether it is making copies of documents or answering and transferring calls.
what does an office assistant do?
As an office assistant, you report to the office manager to offer them administrative support. However, you also need to support other office workers to help them send files digitally or physically, or make copies of documents for them. Excellent communication skills and a pleasant personality are highly valued for this job position.
Would working as an office assistant suit your interest in working in a busy office environment? Then read on to find out what competencies and qualifications you need to thrive in an office assistant role.
average salary of an office assistant
According to ONS, an office assistant earns an average salary of £24,000 per year. Some employers pay hourly rates of £12.30. When you are new to the role, your compensation starts as low as £21,500 per year. The upper salary range of the role is £33,500 annually. Some industries pay office assistants more depending on the complexity of the role. You also have numerous opportunities for growing your earnings with overtime hours and bonuses.
what factors affect your salary as an office assistant?
Education, skills and work experience determine your salary range. You are likely to earn higher when you have impressive qualifications since you can handle complex responsibilities. Having work experience in a busy office environment indicates you have transferrable skills, and your compensation package will reflect your skill level. The company size also influences your earnings. Established businesses have better hourly rates compared to small businesses. Large companies usually have a larger budget and can afford to pay more than start-ups with limited budgets.
types of office assistants
The types of office assistants depend on the business sector they work in and specific roles. Some common types of office assistants include:
- medical office assistant: as an office assistant in healthcare centres, you assist with administrative duties like payroll and preparing schedules. You also direct patients to the correct rooms and retrieve patient records and lab results for doctors. Sometimes, you sit at the reception to welcome visitors.
- legal office assistant: as an office assistant, you assist the legal secretary and other lawyers with administrative duties. You also receive phone calls and reply to emails and messages from clients.
- school office assistant: as an office assistant in an educational institution, you assist the school administrator with preparing work schedules and payroll activities. You also direct visitors to the right offices.
working as an office assistant
The job of an office assistant is diverse and dynamic, making it a rewarding career to explore. Read on to find out about an office assistant's specific duties and responsibilities.
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office assistant job description
Some of the duties of an office assistant include:
- welcoming visitors to the department offices: as an office assistant, you are usually stationed at the entrance of a manager's office or a department. Your job is to greet visitors, assess their needs and explain the services offered in the department. If they are coming for an appointment, you direct them to the right office.
- handling customers' requests: as an office assistant, you need to ensure customer satisfaction. If you cannot resolve a customer's problem, you should direct them to someone who can help them. Apart from in-person assistance, you also receive phone calls, answer emails and respond to customers through various communication channels.
- receiving correspondence: the work of an office assistant involves receiving letters on behalf of department heads. You sign the deliveries and pass them on to the correct offices. You also direct calls and emails from the reception to the recipient.
- operating office equipment and maintaining inventory: as an office assistant, you operate office equipment like copy machines and printers. You ensure the equipment is in good working order and facilitate regular maintenance. You also maintain records of the department's supplies and inventory, order supplies and distribute them to the offices.
- taking minutes in meetings: as an office assistant, you take dictations and write minutes during meetings. You organise the conference rooms before meetings and ensure attendees have stationery for the meeting. You also file important company documents and minutes for easy reference.
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work environment
As an office assistant, you can work in several industries. It is common for office assistants to be employed in medical offices, legal offices, government offices, hospitals and schools. Typically, you will be working in a room close to your manager or executive. You are likely to share office space with other staff members or secretarial personnel. The exception to this may be if you are an office assistant to a top administrator, and the role comes with a private office.
The standard work environment of an office assistant is working indoors. However, with the shift in the working dynamics, some office assistants work from home or remote locations.
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who are your colleagues?
Depending on the industry sector and employer, your colleagues may include receptionists, administration assistants and data entry clerks. You might also work with legal secretaries and office administrators, as well as other specialists that could include executive assistants, facilities managers and administrative technicians.
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work schedule
Generally, most office assistants work 35 to 40 hours every week. Depending on the industry and sector you work in, you will have to work extra hours. However, some employers give you flexible working hours.
Your work schedule as an office assistant depends on the industry sector. For instance, if you are an office assistant at a university, you have fewer tasks and don't need to work over 40 hours a week. On the other hand, someone working in a big company has more tasks and may work up to 45 hours weekly.
As an office assistant, you are typically expected to work five days a week. However, you will have to show up for half a day over the weekend in some industries. Your job as an office assistant can be part-time or full-time, depending on the specific company's needs. However, most office assistants usually work full-time.
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job outlook
Working as an office assistant is an entry-level position with various growth opportunities. You can move up the ladder from an office assistant to an administrative assistant, office administrator and later become an office manager. You can also specialise in assisting executives to become executive assistants. Alternatively, focus on other roles like becoming a legal secretary or paralegal.
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advantages of finding an office assistant job through randstad
Finding your office assistant job through Randstad provides important advantages such as:
- a wide variety of training and development opportunities
- an experienced contact person to provide help if needed
- a range of opportunities in your area
- get paid weekly or monthly, depending on the job
- temporary and permanent contracts
Want a permanent contract? A temporary job as an office assistant is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad too!
education and skills
The role of an office assistant is entry-level and requires minimal post-secondary qualifications. For instance, you can join the role without any post-secondary education if you have prior experience in administrative functions. You can also join through a Level 2 or 3 certificates in business and administration. Apprenticeship programmes are available for advanced business administrators, and you learn as you work.
skills and competencies
The qualities you need for an office assistant role include:
- flexibility: as an office assistant, your role is dynamic and requires flexibility. It encompasses different duties, and you need a can-do attitude to take on tasks that crop up during the day. Flexibility helps you handle issues in real-time and hit deadlines in time-sensitive projects.
- excellent communication skills: solid interpersonal skills are important for office assistants. Your communications skills should be exceptional since you interact with various people throughout the day. The employer needs to trust that you will respond professionally every time you pick up a call.
- working with minimal supervision: as an office assistant, you should be able to work independently. You need to manage your schedule and be proactive in tackling issues that arise immediately.
- detail-oriented: as an office assistant, you juggle multiple duties and handle various documents. Having a perfectionist mindset helps you double-check every email and document to avoid costly and embarrassing mistakes.
FAQs
FAQs about working as an office assistant
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what skills does an office assistant need?
An office assistant needs excellent verbal communication skills to effectively communicate with clients, co-workers and managers. They also need written communication skills since they type and mail correspondence, draft emails and write detailed notes, especially when taking minutes in a meeting.
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is an office assistant a good job?
Being an office assistant is an excellent job, especially if you have an employer who allows you to have flexible working hours. You also interact with different personalities every day, and with a good employer, you will have an attractive salary.
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what are basic office duties?
As an office assistant, you check voicemails and emails, note down any messages left by employees, clients or management and relay them to the person the message is intended for. You take calls, fax documents, make copies, greet clients or visitors and organise office supplies.
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is an office assistant the same as a receptionist?
No, an office assistant is not the same as a receptionist. Visitors often meet the receptionist first, and they are often more in charge of customer service, although some office work may be delegated to them. On the other hand, an office assistant gets more administrative tasks.
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how can I be a good office assistant?
You can be a good office assistant if you have excellent verbal and written communication skills. This will allow you to relay messages efficiently and interact with visitors and co-workers, both in person and over the phone.
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how do I apply for an office assistant vacancy?
Applying for an office assistant job is easy: create a Randstad profile and search our job offers for vacancies in your area. Then simply send us your CV and cover letter. Need help with your application? Check out all our job search tips here!
