Administrative Duties

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Administrative jobs are one of the most common types of employment at entry level and more advanced levels. Every company, charity and other organisation creates a great deal of administrative duties and positions that need to be filled. So what do these jobs entail, and what exactly are the duties that will be faced in an admin role.

Telephone Duties

  • Taking inbound calls, including answering enquiries to the best of your ability and training, politely dealing with problems and routing calls/arranging call backs from correct members of staff.
  • Making outbound calls including arranging meetings, attaining information and conducting telephone surveys.

Communication

  • Sending and receiving faxes which may include important information, you may also be required to file your communications.
  • Sending and receiving emails and forwarding/CC’ing to those who it is most relevant to.
  • Receiving mail and sorting by importance and recipient, for example finding out who the mail is for and taking to a pigeon hole or office.

Data Management

  • Organising databases and files which may need to be saved and filed on computers or other servers within the organisation.
  • Data input duties such as people’s contact details and other information.
  • Making sure all stored data is organised properly.

Travel
You may well be required to help with the organisation of travel, these duties could include:

  • Preparing itineraries for members of staff.
  • Booking flights, taxis, trains and other forms of transport.
  • Helping external visitors arrange their travel and working out their route to your offices or other business premises.
  • Prepare expense reports for accounting purposes.

Appointments and Meetings

  • Preparing appointments and making bookings
  • Handling the diaries for meeting rooms and offices which are booked for members of staff.
  • Depending on your duties, you may also be asked to handle the diaries of individual members of staff to ensure no overlapping meetings.
  • Organise any catering required for meetings and appointments.

Buying Equipment and Supplies

  • An administrator may well be responsible for ensuring that stationary and other supplies are always in stock, and checking that a stationary cupboard is both full and organised.
  • Depending on the organisation, the ordering of some other items is probably going to play a part. You may have to order branded or protective clothing or even items such as name badges and cleaning products.

Visitors

  • Greeting visitors and letting them in may be a part of an admin role, this could well include organising a ‘signing in’ system and ‘visitors book’.
  • You may well also be required to look after visitors and show them to their destination or member of staff that they have come to visit.

Of course, these administrative duties are a guideline, and you may be required to do just some of them if you are in an admin role. As with every type of job, it is not easy to generalise, and there will be a large amount of variation from company to company and organisation to organisation. That said, admin roles are relatively standardised and if you go on to study business administration, many of the above list will come into play on a regular basis.

The key skills of an administrator include organisation and communication, so make sure you have them in abundance if you’re considering making them your career.