Role of an Admin Assistant Flashcards
Compare the role of a Junior Admin Assistant with a Senior Admin Assistant
The role of the Senior Admin Assistant is to manage the daily schedule and set up appointments whereas the Junior Admin Assistant is responsible for attending appointments if they are involved.
The role of the Senior Admin Assistant is to supervise junior members of staff in the office, planning their tasks and overseeing their progress whereas a Junior Admin Assistant is responsible for completing tasks set by the Senior Admin Assistant.
The role of the Senior Admin Assistant is to train new members of staff whereas the Junior Admin Assistants role is to work well alongside the new members off staff.
The role of the Senior Admin Assistant is to develop systems and procedures to use within the office such as file management procedures whereas a Junior Admin Assistants role is to ensure documents are stored in the correct order and in the correct place so they can be found again.
Both the Senior Admin Assistant and the Junior Admin Assistant are responsible for answering phone calls, meeting and greeting visitors and ensuring visitors sign in and out. This is better know as reception duties.
What are the skills that an Admin Assistant must have?
- IT Skills
- Organisational Skills
- Time Management
- Communication Skills
- Interpersonal Skills
- Delegation Skills - SAA ONLY!
What are the qualities that an Admin Assistant must have?
- Reliable
- Trustworthy
- Enthusiastic
- Polite
- Flexible
- Approachable
Describe what is meant by IT Skills
IT Skills means that they are able to use a wide variety of equipment and programs. Senior Admin Assistants must be able to provide training on these programs to members of staff as well as produce high-quality professional documents.
Describe what is meant by Organisational Skills
Organisational skills means that the Admin Assistant knows where to locate everything. Senior Admin Assistants must manage timer and resources to complete tasks. Senior Admin Assistant must also plan the work of the office and ensure filing system procedures are advanced to by everyone.
Describe what is meant by Time Management Skills
Time Management Skills means being able to schedule, plan ahead and prioritise tasks, ensuring those with a high priority are completed first. Meeting deadlines and completing all work in a timely manner.
Describe what is meant by Communication Skills
Communication Skills means listening to instructions carefully and acting on these with minimal guidance or support. Good communication skills in the workplaces are vital for conveying information to people clearly and succinctly and in a way that they can understand.
Describe what is meant by Interpersonal Skills
Interpersonal skills are also known as “people skills” meaning that you get on well with others and you are also seen as approachable.
Describe what is meant by Delegation Skills
Delegation skills means you are able to assign tasks/duties fairly and to those best suited to the work. Giving them the responsibility of more routine tasks whilst they can focus on more high level tasks.
Describe what is meant by being reliable
Being reliable means you can be depended on, trusted that you will turn up to work everyday and you will complete tasks on time.
Describe what is meant by being trustworthy
Being trustworthy means you are honest, you can be trusted to handle anything of value, including money or confidential information about staff and customers.
Describe what is meant by being enthusiastic
Being enthusiastic means you are keen and you take an interest in the job, willing to learn new skills. Senior Admin Assistants must be able to motivate a team of employees to work productively.
Describe what is meant by being polite
Being polite means you are well-mannered and you understand it is important to be courteous to customers and employees.
Describe what is meant by being flexible
Being flexible means you can complete a wide range of tasks therefore it is important that you can cope with change and are willing to adapt. Senior Admin Assistants may have to complete other members of staffs work whilst they are absent.
Describe what is meant by being approachable
Being approachable means you are friendly and welcoming, employees and customers should feel comfortable asking you for help. Senior Admin Assistants must have a supportive attitude to lead a team and so their staff feel they can rely on them.
