Administrative Assistant Job Information | National Careers Service

The work

The tasks you might have include:

• dealing with post
• making sure that there is enough stationery
• answering the telephone and passing on calls
• reception duties such as greeting and looking after visitors
• typing and setting up documents such as letters and reports
• keeping computer records up to date
• filing
• using office equipment such as printers, photocopiers and fax machines
• managing staff appointments
• making travel arrangements for staff.

In some jobs you might only do a few of these tasks, and in others you might carry out all the administrative duties in your department.

You may be known by various other job titles such as clerical assistant or office administrator.

Hours

In most full-time jobs you would work between 35 and 40 hours a week, Monday to
Friday. Flexible hours, part-time work and temporary work are widely available. You would work in an office and spend a lot of your time using a computer.

Income

Salaries can be between £12,000 and £20,000 a year, depending on where you work and what your duties are.

Figures are intended as a guideline only.

Entry requirements

Entry requirements can vary a lot between employers. Some may prefer you to have GCSEs including maths and English, and 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 can choose from a wide range of courses, such as:

• OCR Certificates and Diplomas in Administration (Business Professional) at levels 1-3
• BTEC Award or Certificate in Business Administration at levels 1-3
• City & Guilds Award or Certificate in Business and Administration
• Education Development International (EDI) Award, Certificate or Diploma in Business Administration Practice at levels 1-3
• the 14-19 Diploma in Business, Administration and Finance.

You may be able to become an administrative assistant through an Apprenticeship scheme. You will need to check which schemes are available in your area. To find out more, visit the Apprenticeships website.

• Apprenticeships

Training and development

You will do most of your training while you are working. Your employer may also arrange some training courses at your place of work or at a local training centre. You may also get the chance to gain qualifications such as:

• NVQ Awards, Certificates and Diplomas in Business and Administration at levels 1-4
• certificates in secretarial skills such as text or keyboard skills from OCR, Edexcel (BTEC) or City & Guilds
• IT qualifications such as OCR Certificate/Diploma for IT Users (CLAiT Plus) or the European Computer Driving Licence (ECDL).

Qualifications may be available through training at your place of work or through part-time study at a local college.

Skills and knowledge

To be an administrative assistant you will need to have:

• an 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
• good concentration skills
• the ability to use your own initiative but also know when matters need to be referred to a supervisor.

More information

Council for Administration (CfA)
6 Graphite Square
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
www.cfa.uk.com

Opportunities

Almost every kind of company and 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 papers, 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 move to other departments such as accounting or IT.