Role of the Administrative Assistant

Question 1

Using IT Software to Create Documents

Answer 1

Creating word-processing documents such as letters, forms, reports, emails, newsletters and agendas. The most common word processing applications are Microsoft Word and Google Docs.
Creating and updating spreadsheets, using software such as Microsoft Excel or Google Sheets.
Updating databases, using software such as Access, My SQL or Oracle.
Producing electronic presentations, using PowerPoint or Prezi

Question 2

Managing Information and Documents

Answer 2

Gathering important information, keeping it safe and making it available when required.
Using the Internet to find information.
Backing up IT work using external drives and cloud storage.
Filing and retrieving information and documents – electronic and paper.
Organising and storing files in the correct order.
Handling incoming and outgoing mail – letter post a

Question 3

Reception and Communication

Answer 3

Answering the telephone and transferring to an appropriate member of staff.
Taking and passing on messages when a member of staff is not available.
Carrying out reception duties - welcoming visitors, ensuring visitor’s book is signed, issuing badges and directing visitors.
Dealing with requests for information from staff, customers and the general public.

Question 4

Organising meetings

Answer 4

Recording information in diaries.
Organising meetings, booking meeting rooms and venues.
Organising travel and accommodation arrangements – eg arranging taxis, flights, hotel bookings and travel itineraries.

Question 5

Using Office Equipment

Answer 5

Using office equipment for reprographics - photocopying, scanning, laminating, binding, shredding, etc.

Question 6

Office Admin Procedures

Answer 6

Issuing and carefully recording small cash payments to colleagues, eg bus and taxi fares.
Completing Accident Report Forms following an accident or injury.

Question 7

Role of an Administrative Assistant

Answer 7

The typical duties of an administrative assistant include general office services such as:

Filing
Document production
Mail handling
Photocopying
Using office equipment
Making travel arrangements
Organising meetings
Reception and telephone

Question 8

Skills

Answer 8

IT skills - being able to use the Internet and a range of software packages and apps, eg word processing, database, spreadsheet, e=diary and presentation.
Planning and organisational skills – being able to plan and organise a range of different work tasks, to prioritise work and manage time effectively. Being able to multitask and follow instructions carefully with minimal guidance or support.
Communication skills – being able to communicate well verbally and in writing, explaining things clearly and providing a high level of customer service.
Interpersonal skills – being able to get on well with others, being a good listener and showing empathy.
Team-work skills – supporting colleagues and contributing to the work of a team.

Question 9

Personal qualities

Answer 9

Hardworking and reliable
Enthusiastic and willing to learn and improve
Approachable and friendly
Tactful and discreet
Trustworthy and reliable
Able to show initiative and work unsupervised
Cooperative and a good team player

Question 10

Role of Senior Administrative Assistant

Answer 10

A Senior Administrative Assistant is responsible for ensuring that office systems and procedures are implemented and maintained efficiently. Many activities or tasks will involve some supervision of others and a higher level of responsibility.

Question 11

Typical duties of a Senior Administrative Assistant include:

Answer 11

Overseeing general administrative tasks (copying, filing, meetings, travel)
Organising and allocating resources (people, time, equipment)
Supervising the work of junior staff
Preparing and responding to correspondence
Liaising with management and with different departments
Planning and organising workflow
Solving problems and making decisions

Question 12

Skills

Answer 12

Planning and organisational skills – being able to and plan and organise range of different work tasks and projects, and manage resources effectively
Time and task management skills – being able to multitask, prioritise work, and manage time effectively
Delegation skills - knowing which tasks should be given to co-workers and being able to allocate tasks fairly, taking account of skills, experience and current workload of co-workers
Interpersonal skills – being able to lead, motivate and encourage others
Management skills – being able to solve problems and make decisions
Communication skills – being able to communicate well, both verbally and in writing

Question 13

Personal qualities

Answer 13

Self-motivated
Hardworking and reliable
Patient
Calm under pressure
Tactful and discreet when dealing with sensitive issues
Approachable, friendly and empathetic
Positive, encouraging and supportive
Trustworthy