A secretary or administrator job provides clerical and administrative support, either as a team or individually. They are often also responsible for specific projects, as well as co-ordinating and implementing office procedures. In some cases, they will oversee junior staff.
Secretarial/administrative work has changed significantly over the years, and the role varies greatly depending on sector, the size of the employer and levels of responsibility. Most work involves communication and word processing skills, and within specialist fields such as law, many secretaries/administrators are required to have relevant, high-level qualifications.
Most secretaries/administrators will undertake typical work tasks: general word processing, dealing with telephone and email enquiries, creating and maintaining filing systems, keeping diaries and taking appointments for staff.
Depending on the sector, the role could also include any of the following:
- using a variety of software packages to produce correspondence and documents, and maintain presentations, spreadsheets and databases;
- devising and maintaining office systems;
- booking rooms;
- using content management systems to maintain and update websites and internal databases;
- arranging meetings, taking minutes and keeping notes;
- invoicing;
- looking after budgets;
- liaising with members of staff in other departments or external contacts;
- ordering and maintaining stationery and equipment supplies;
- using shorthand and audio tapes or copytyping to produce letters;
- organising and storing paperwork, documents and computer-based information.
There are special secretarial courses available for graduates, often through private colleges. Specific secretarial training is useful for entry to legal or medical roles. Relevant experience is often more highly valued than specific secretarial qualifications, although excellent IT skills will always be in demand. A good way of gaining experience or getting a first job as a secretary or administrator is by temping through an agency, and this often leads to permanent positions. If you do not have much previous experience, a temping job will be an opportunity to try different sorts of secretarial or administrative work and help you decide what aspects you find particularly enjoyable and the sort of employer or sector you would like to work with. Competition is not usually severe, although it depends on the area of employment. The demand for skilled, experienced staff remains high. Exact requirements for particular typing speeds and knowledge will vary from vacancy to vacancy depending on the nature of the post, but a minimum typing speed of 45wpm is normally required. Agencies are a common way of gaining jobs in this occupation, but applying directly to organisations that appeal to you can be effective.
Clerical Staff Jobs
Undertake routine daily tasks including opening and distributing mail; photocopying; faxing, general typing and distributing papers ensuring that information is prepared on time, correct and readily available.
Undertake basic data input/retrieval and run straightforward or routine reports to support basic School/Department/Unit information procedures
Answer the telephone and take messages to ensure a prompt response to queries and requests for information.
Maintain and update all archive files both manual and computerised so that information is available in an organised fashion.
Prepare and make necessary arrangements for out-going mail and keep record of same.
Carry out reception duties, when required, to welcome student,clerical job,clerical job openings,data entry,office assistant jobs,office jobs,receptionist job,secretarial jobs,secretary jobs,administrative jobs staff and visitors and provide initial contact for enquiries
Carry out any other duties which are appropriate to the post as may be reasonably requested by Supervisor.
Back Office Operations
Industries such as Banks, Airlines, etc., require large-scale data entry and revenue accounting work to be done. For revenue accounting and other back office accounting operations, paper documents/ raw data are sent to remote locations, which are used for data entry and necessary reconciliation. Using high-speed datacom links for their back office and data processing operations, these banks, airlines and other organizations with extensive data turnover and customer interface are able to save costs and valuable resources. The main concern of these companies is 100% availability of data and uptime of facilities.
Administrative Assistant
- Performs office administrative duties: prepares purchase requisitions; coordinates and monitors maintenance services; serves as liaison between departments, faculty and staff; assists with hiring and employment processing.
- Prepares and monitors budget: prepares independently or directly assists in the preparation of department budget; monitors all budget and grant expenditures; makes budget allocations; develops and maintains bookkeeping system; prepares financial and administrative reports.
- Provides technical support; creates and maintains databases; develops spreadsheets.
- Coordinates and performs clerical/secretarial services: makes arrangements for events and meetings; assists with payroll; composes and types correspondence; distributes mail; makes travel arrangements; screens telephone calls; may supervise directly or oversee administratively lower level clerical/secretarial/student employees; maintains confidential files.
- Coordinates special projects as requested; performs other duties as assigned.
