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Administration Jobs: Key Skills Required to Excel and Progress

Written by: Evie Courtier
Published on: 6 Feb 2024

Admin jobs

As denoted in our Administrator Job Description, those in Administrative jobs sit in a privileged position of gaining a ‘deep understanding of an industry, learning how a business operates from the ground up’. With applications for admin jobs rising by 120% year-on-year, it’s clear to see the ever-lasting demand of employers seeking effective and talented administrators to join their ranks.

With the emergence of new technologies and a shift in working practices, let’s evaluate the top skills required to help you excel and progress in an administration job role.

  • The art of organisation:

    Working in administration, whatever sector you choose to specialise in from Banking / Finance, Education, to Manufacturing, requires you to be adept in organisation. The foundation of effective administration, organisational skills allow you to navigate through a multitude of responsibilities and deadlines, whilst maintaining order.

    To thrive in an admin role, you must consider:

    • Time management - utilising tools such as calendars, planners, or project management software to schedule and keep track of tasks, meetings, and priorities.
    • Task prioritisation - being able to give precedence to tasks based on their significance and deadlines, ensuring that critical responsibilities are addressed first.
    • Organisation - a well-curated workspace with logical arrangements reduces stress, maintains a clutter-free environment, and aids efficiency. As noted by Caroline Rees Williams, Operations Manager at The Valesco Group, and winner of our Office Manager of the Year award, ‘‘Office Managers conduct the invisible role…the team arrive each day to a seamlessly functioning office, not necessarily aware of just how much happens in the background.'’ Upskilling yourself to this level of proficiency by using filing systems, labels, and storage solutions to keep both physical and digital materials organised, ensures that you have documents and resources to hand when needed, and demonstrates you as a skilled Admin professional.
    • Digital organisation - as an administrator, you will handle a significant amount of information in electronic form, organising emails, files, and documents systematically to retrieve information promptly when needed. Creating folders, using descriptive file names, and implementing consistent naming conventions, helps to keep the digital aspect of your role and office running smoothly.
    • Proactive planning - anticipate upcoming tasks, events, or projects. Proactive planning helps prevent last-minute rushes and ensures that resources are allocated appropriately.
    • Delegation - often seen as a gateway to progression, working as an Administrator, whether you start as an Admin Assistant or Team Assistant, can see you progress into Office Management, Secretary positions, or other forms of business support, such as PA or EA jobs. Whatever your aspiration, it’s wise to learn the ability of delegating tasks from an early stage, ensuring that you’re recognising when certain responsibilities can be assigned to others, allowing you to focus on higher-priority duties.

  • Multifaceted communication:

    Strong communication skills are fundamental for Administrators to build positive relationships, foster collaboration, and navigate the complexities of work. Effective communication contributes to a harmonious work environment, enhances team dynamics, and ensures that organisational goals are communicated and understood by all. As a basis, you’ll need to focus on:

    • Handling written communication through emails, reports, and documentation. Proficient writing skills are essential to convey information accurately and professionally. Pay attention to grammar, punctuation, and formatting to enhance the readability of written documents.
    • If you’re working as Senior Administrator, or looking to move into an Office Manager position, you must develop the skill of delivering feedback in a constructive and positive manner, encouraging and motivating your team and colleagues.
    • In line with feedback delivery, verbal communication is an essential skill required to aid your deliverance in meetings, presentations, or discussions. Depending on the seniority of your role and company structure, you may be communicating with various stakeholders, including team members, superiors, and external partners, so it’s worth keeping your communication etiquette in mind.
    • Stay updated on the latest collaboration platforms, messaging apps, and virtual meeting tools to facilitate effective remote communication.

  • Problem-solving from the ground up:

    As an Administrator, problem-solving skills are an integral part of navigating the complexities of your role. Refining analytical thinking, adaptability, and a collaborative approach, aids you to effectively address challenges, contribute to continuous improvement, and positively impact the overall competence of the organisation.

    Keep an eye on:

    • Analytical thinking: develop the ability to break down complex problems into smaller, manageable components.
    • Critical thinking: critical thinking involves evaluating information, identifying patterns, and making informed decisions. 
    • Decision-making: making informed decisions comes with the role, ranging from prioritising tasks to addressing unexpected issues. When tasked with making a decision, consider available information and the potential consequences.
    • Adaptability: the ability to adapt to changing circumstances is crucial for effective problem-solving. Administrators should be flexible and open to adjusting strategies based on evolving situations. As discussed in our, ‘How to Futureproof your Profession with the Rise of AI’ article, it’s essential that Administrators have an open mindset to change, helping you make the most of the benefits AI can offer.
    • Troubleshooting: Administrators frequently encounter technical issues or process bottlenecks - troubleshooting skills involve systematically identifying and resolving these issues.
    • Risk management: as an Administrator looking to progress into an Office Manager role, you should be able to identify potential risks and develop strategies to mitigate them. This involves anticipating challenges and implementing preventive measures. Conducting regular risk assessments will help you stay on top of potential issues.

  • Building team acumen:

    Team collaboration skills are essential for Administrators to create a cohesive and productive work environment. By promoting positive relationships, facilitating communication, and empowering team members, Administrators aid the overall success and effectiveness of the team. Effective team collaboration starts with building positive relationships among team members - fostering a supportive and inclusive culture across the business support team. With remote work, it's especially essential to adapt collaboration strategies to virtual settings, leveraging online collaboration tools, conducting virtual meetings, and establishing  clear communication channels to maintain effective teamwork.

  • Adapting to technologies:

    Being tech-savvy is a crucial part of an Administrator's role when navigating the digital landscape of the workplace. Proficiency in a variety of tools and technologies not only improves individual efficiency but also contributes to the overall productivity and success of the team and organisation. If you’re aiming for a promotion, and/or considering a move into Office Management, then keep an eye on:

    • Your proficiency in office software, ensuring you're up to date with the use office software suites like Microsoft Office or Google Workspace. Being adept with word processing, spreadsheet management, and presentation software helps you progress, and stay on top of the latest trends.
    • Database management - when dealing with data and information, it’s vital that you’re proficient in database management tools, enabling efficient organisation, storage, and retrieval of data.
    • Leveraging automation tools to streamline repetitive tasks and enhance workflow efficiency. Identifying opportunities for AI and automation to save time and reduce the likelihood of errors in routine processes aids workflows and proficiency. 
    • Cybersecurity awareness - given the importance of data security, Administrators should have a basic understanding of cybersecurity principles. This includes knowledge of password management, recognising phishing attempts, and ensuring secure communication channels.
    • Learning new technologies - as we know, the tech landscape is constantly evolving. Having a proactive attitude toward learning new technologies and staying updated on industry trends will stand you in good stead for the next stage of your career.