Administrative Assistant
What is the work like?
As an administrative assistant, it would be your job to deal with the day-to-day office work for your employer. You may also be known by other job titles, such as clerical assistant or office administrator.
Your tasks would typically include:
- dealing with incoming and outgoing post
- maintaining stationery supplies
- answering the telephone and directing calls
- looking after reception
- typing letters, presentations and other documents
- updating computer databases
- filing
- greeting and looking after visitors
- using office equipment such as printers, photocopiers and fax machines
- managing diaries
- booking travel for colleagues.
What qualifications and experience will employers look for?
You could get into administrative work with all kinds of experience and qualifications, as entry requirements can vary widely between employers. Some may prefer you to have GCSEs including maths and English, while others may test your keyboard, filing and telephone skills instead of asking for qualifications.
Temporary work ('temping') can be a good way of getting experience that may lead to permanent jobs.
You may find it helpful to take a full- or part-time college course in administration before you look for office work, although this is not essential. You could take a wide range of courses, including:
- OCR Certificates in Administration at levels 1 to 3
- BTEC National Certificate or Diploma in Business (Administration)
- City & Guilds Certificate or Diploma in Business and Administration
- Education Development International Certificates in Business Administration at levels 1 to 3.
You may be able to get into office work through an Apprenticeship scheme. The range of Apprenticeships available in your area will depend on the local jobs market and the types of skills employers need from their workers. To find out more about Apprenticeships, visit www.apprenticeships.org.uk.
What further training and development can I do?
You will do most of your training on the job. Your employer may also arrange some formal training courses either in-house or at a local training centre.
You may also get the chance to gain qualifications such as:
- NVQ levels 1 and 2 in Business and Administration
- certificates in administration or secretarial skills from OCR, Edexcel (BTEC) or City & Guilds
- IT qualifications such as OCR Level 2 Certificate/Diploma for IT Users (CLAiT Plus) or the European Computer Driving Licence (ECDL).
The qualifications may be available through work-based training or part-time study at a local college.
If you progress into more senior and supervisory office work, you could take further qualifications such as NVQ levels 3 and 4 in Business and Administration.
Where can I go for more information?
6 Graphite SquareVauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
Alternatively, you can visit our website at: www.direct.gov.uk/careersadvice
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What salary and other benefits can I expect?
- Starting salaries can be between £11,000 and £14,000 a year.
- With experience this could rise to between £16,000 and £19,000 a year.
Figures are intended as a guideline only.
What are the hours and working conditions?
In most full-time jobs you would work between 35 and 40 hours a week, Monday to Friday. Flexitime, part-time work, job sharing and temporary work are widely available.
You would be office-based and spend much of your time using a computer.
What skills and knowledge will I need?
- a methodical and organised approach
- good communication skills
- the ability to work well as part of a team
- computer literacy and good typing skills
- a good level of English spelling and grammar
- accuracy and attention to detail
- concentration, for performing routine tasks
- the ability to use your own initiative but also to know when to refer to a supervisor.
What opportunities are there?
Almost every kind of company and public sector organisation in the UK employs administrative assistants. You could work anywhere from a small business to a large employer such as the civil service or NHS.
Jobs are advertised in the local press, Jobcentre Plus and recruitment agencies.
In larger organisations, you could be promoted to administrative officer, secretary, supervisor, or office manager. In some companies you could transfer into other departments such as accounting or IT.
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