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Administrative

Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their best operating under supervisors who give clear guidelines, and performing routine tasks in a methodical and reliable way.

They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.

Occupation Details

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Office Administrator

Job Zone

Education
These occupations usually require a Leaving Certificate or equivalent.

Related Experience
Some previous work-related skill, knowledge, or experience is usually needed. For example, jobs requiring you to deal with the public would benefit from previous experience working directly with the public.

Job Training
Employees in these occupations need anywhere from a few months to one year of working with experienced employees.

Job Zone Examples
These occupations often involve using your knowledge and skills to help others. Examples include sheet metal workers, forest fire fighters, customer service representatives, physical therapist aides, retail salespersons and tellers.

€20k > 60
Office Staff
Salary Range
(thousands per year)*
€20 - 60
Related Information:
Administrator: 20 - 40
Office Manager: 20 - 60
Data Source(s):
Sigmar / Brightwater / CPL / Robert Walters / Abrivia

Last Updated: March, 2017

* The lower figures typically reflect starting salaries. Higher salaries are awarded to those with greater experience and responsibility. Positions in Dublin sometimes command higher salaries.
0-1%
Occupational Category

PAs & other secretaries, etc.

Also included in this category:

Executive assistants; personal secretaries; secretaries; word processors.

Number Employed:

28,000

Part time workers: 42%
Aged over 55: 21%
Male / Female: 5 / 95%
Non-Nationals: 94%
With Third Level: 37%
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At a Glance... header image

Operates office equipment and uses computers for spreadsheet, word processing, database management. Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.


Videos & Interviews header image

Follow the links below to watch videos related to this occupation:

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Go..Office Manager - from: icould [UK] Video
Go..Office Manager - from: icould [UK] Video
Go..Office Secretary - from: icould [UK] Video


The Work header image

Office receptionists welcome clients, customers and other types of visitors as they arrive in the building. They usually register their arrival in a book, asking the visitor to sign in and out of the building. They may issue visitors with an identification tag for security purposes.  
 
Receptionists may need to ask questions to find out if the visitor has an appointment, or if not, who the most appropriate person is for the visitor to speak to. The receptionist must have a good knowledge of the structure of the organisation, and who works in each department, so they can direct visitors and incoming telephone calls to the right person.  
 
Receptionists may show guests to a seat where they can wait until it is time for their appointment or the person they wish to see becomes available. Some receptionists are responsible for providing visitors with refreshments such as tea, coffee and water. They may be responsible for keeping the reception area tidy and for arranging reading material, such as company literature and promotional material, newspapers and magazines.  
 
Apart from greeting and dealing with visitors, receptionists may have a number of other duties, including operating a telephone switchboard, which may be computerised. They may be able to deal with initial enquiries and complaints, passing any calls they cannot deal with to the appropriate individual or department. They may also deal with enquiries made by fax or email.  
 
Receptionists may use a computer or word processor to produce letters or documents, perhaps copy typing from a draft version or audio typing from recorded dictation. They may book rooms for meetings, or venues for conferences. They may handle book-keeping, prepare invoices and handle payments made by cash or credit card. Receptionists may have general administrative duties, such as photocopying and faxing documents.


Tasks & Activitiesheader image

The following is a list of the most commonly reported tasks and activities for this occupation

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Use computers for various applications, such as database management or word processing.

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Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

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Create, maintain, and enter information into databases.

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Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

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Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.

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Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

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Maintain scheduling and event calendars.

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Complete forms in accordance with company procedures.

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Schedule and confirm appointments for clients, customers, or supervisors.

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Make copies of correspondence or other printed material.

Work Activities header image

The following is a list of the most commonly reported work activities in this occupation.

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Organizing, Planning, and Prioritizing Work: Developing specific goals and plans to prioritize, organize, and accomplish your work.

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Establishing and Maintaining Interpersonal Relationships: Developing constructive and cooperative working relationships with others, and maintaining them over time.

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Performing Administrative Activities: Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

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Communicating with Supervisors, Peers, or Subordinates: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

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Getting Information: Observing, receiving, and otherwise obtaining information from all relevant sources.

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Processing Information: Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

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Performing for or Working Directly with the Public: Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

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Identifying Objects, Actions, and Events: Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

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Updating and Using Relevant Knowledge: Keeping up-to-date technically and applying new knowledge to your job.

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Making Decisions and Solving Problems: Analyzing information and evaluating results to choose the best solution and solve problems.


Knowledge header image

The following is a list of the five most commonly reported knowledge areas for this occupation.

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Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

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English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

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Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

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Computers and Electronics: Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

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Administration and Management: Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.


Skillsheader image

The following is a list of the most commonly reported skills used in this occupation.

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Reading Comprehension: Understanding written sentences and paragraphs in work related documents.

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Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

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Writing: Communicating effectively in writing as appropriate for the needs of the audience.

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Speaking: Talking to others to convey information effectively.

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Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

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Time Management: Managing one's own time and the time of others.

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Service Orientation: Actively looking for ways to help people.

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Monitoring: Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

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Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.

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Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making.

Personal Qualitiesheader image

The receptionist is usually the first representative of an organisation that a visitor meets, so a smart appearance helps to create a favourable impression. You should be polite, friendly, efficient and helpful. It is important to have strong communication skills, including clear speech and a professional telephone manner. Above all, you should enjoy meeting and greeting customers and other visitors.  
 
You should have an interest in your organisation's work - this will help you to know who works where, so you can pass customers' enquiries to the right person, first time.  
 
Receptionists must be able to remain calm, polite but assertive under pressure - some visitors may be rude, aggressive or impatient to be seen by another member of staff.  
 
You may need to have basic numeric and accounting skills for calculating invoices and dealing with payments made in cash or by credit card. Some receptionists may need book-keeping skills.  
The ability to use office equipment such as fax machines, photocopiers and switchboards is an advantage, and many receptionists also need basic word processing skills and the ability to use email.


Further Informationheader image

A detailed description of this occupation can be found on a number of online databases. Follow the link(s) below to access this information:

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Go..Office manager - from: GradIreland

Related Occupationsheader image

Contactsheader image

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Organisation: Pitman Training Centre
Address: 3 Westland Square, Pearse Street, Dublin 2
Tel: (01) 676 8008
Email: Click here
Url Click here

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Career Guidance

This occupation is popular with people who have the following Career Interests...


...and for people who like working in the following Career Sectors:

Clerical & Administration
Business Management & Human Resources

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