administrator job description.

An administrator is a vital employee who will help keep the smooth running daily operations of the company. The person who takes on this position is normally tasked with supporting their organisation in a number of ways; such as internal and external communications, scheduling, bookkeeping, data entry and much more. If you are efficient, organised and enjoy structure in daily life, you may be perfect for the role of an administrator.

 

what is the role of an administrator?

A key attribute of a great administrator is multitasking. You will collaborate with employees, oversee the operations within the company, communicate with management and take part in planning the needs of the company. Any issues which arise around office resource or administrative points, you will more than likely take ownership of and deal with the situation.

Here is a quick list of typical administrator duties:

  • Production of detailed travel itineraries for business directors and time schedules for employee events
  • Arranging meetings, booking rooms, and planning refreshments
  • Replying to generic information emails and organising postal sorting mail
  • Providing assistance with  planning and arranging events, including organising catering
  • Handling expenses and billing cycles
  • Draft, format, and print relevant documents
  • Maintaining stock levels and placing orders for office supplies as required
  • Frequent interaction with company directors, supporting their requests
  • Creating meeting agendas and taking minutes
  • Managing outgoing post and recording data on special deliveries
  • Photocopying and filing
  • Attending workshops and conferences when requested
  • On occasion supporting website functions and updating social media profiles

The work generally involves a fair amount of oral and written communication, responding to email and telephone enquiries and more. People often overlook or fail to acknowledge the importance of a great administrator in a company as the employee has a demanding position that is essential to the success day-to-day running of the business.

View our Administrator interview questions and answers article.

is it the right job for me?

If you find yourself struggling to do more than one or two things at a time, get distracted or find your  concentration wavers then maybe this role isn’t quite right for you.

If you’re great at multitasking, enjoy juggling  different projects at the same time then this is a role you should definitely consider and a great way to get your foot in the door of a company you would like to progress within. 

If you hold an outgoing and chatty personality, perfect. Being an Administrator you need to have great interpersonal skills, as you will be communicating with various levels of staff from directors to juniors.

Here is a list of preferable attributes which would be beneficial for an Administrator:

  • Great attention to detail.
  • The ability to remain calm under pressure.
  • Excellent organisational skills.
  • Team player.
  • Willing to show initiative.
  • A thorough and methodical approach to your work.

administrator work hours.

Your work will be primarily based in the office where you can expect to work 35+ hours a week. Companies often advertise for part-time administrator jobs too, perfect for someone returning to work after long periods of absence for reasons such as illness or maternity for example.  

If you’re looking to work for a large corporate company then you will most likely have clear role and projects which you are expected to work on. On the other hand if you are working for a smaller organisation then you could be expected to hold a more diverse role in terms of duties, turning your hand to a bit of everything when required - no two days may be the same. 

different types of jobs in administration.

There are many different types of administrator jobs out there. Below is a list of roles and brief descriptions about the duties to help point you in the right direction.

office assistant:

An entry level position. Office assistant roles typically require good typing skills and data entry but not to an advanced level. In this role you may also support the admin assistant or receptionist.

office manager:

You could be promoted to office manager, typically this means you would be in charge of bookkeeping, logistics, maintenance and facility handling.

receptionist:

The first face clients and employees are likely to see each day, a friendly and confident personality is key here. Your job will include answering the phones, reporting, data entry and keeping track of visitors in the company.

admin assistant:

This role is sometimes seen as one of the less glamorous or important roles in the business. That couldn’t be further from the truth, Admin Assistants are indispensable to the business. Think of them as a PA to the business covering duties such as setting up meetings, making travel arrangements, sales support, accounting and much more.

administrator salary expectations. 

Salaries vary due to different companies and type of administrator job you are in. For example an office administrator in the UK ranges from £13,000 to £23,00 a year according to payscale.com (on the 4th August 2018) with the average coming out at £17,332 a year. The average pay for an Administrative Assistant is £16,446 per year and a Receptionist earns an average salary of £16,152 per year.

Administrators know more about how the company runs than most employees. This means they are often in line for promotion and career progression., . In this role you build up a trusted relationship with many employees, so if you looked to switch to another position within the company, you potentially have a better chance, as you’ll know the business inside-out. Most people progress from an administrator to become a personal secretary or office manager.

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