In Summary - Office Administrator
Office Administrators typically work in the following Career Sectors:
Videos on the Web
- Office Administrator- from: Youtube Search
- Office manager - from: GradIreland
The Work - Office Administrator
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.
Most commonly reported Work Tasks
- Use computers for various applications, such as database management or word processing.
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Create, maintain, and enter information into databases.
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Maintain scheduling and event calendars.
- Complete forms in accordance with company procedures.
- Schedule and confirm appointments for clients, customers, or supervisors.
- Make copies of correspondence or other printed material.
Most commonly reported Work Activities
- Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
- Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- 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.
- Identifying Objects, Actions, and Events Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Interests - Office Administrator
This occupation is typically suited for people with the following Career Interests:
Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while 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.
The Social person's interests focus on interacting with the people in their environment. In all cases, the Social person enjoys the personal contact with other people in preference to the impersonal dealings with things, data and ideas found in other groups.
Many will seek out positions where there is direct contact with the public in some advisory role, whether a receptionist or a counsellor. Social people are motivated by an interest in different types of people and like diversity in their work environments. Many are drawn towards careers in the caring professions and social welfare area, whilst others prefer teaching and other 'informing' roles.
Enterprising people like situations that involve using resources for personal or corporate economic gain. Such people may have an opportunistic frame of mind, and are drawn to commerce, trade and making deals. Some pursue sales and marketing occupations. Many will eventually end up owning their own business, or in management roles in larger organisations. They tend to be very goal-oriented and work best when focused on a target. Some have an entrepreneurial inclination.
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.
Entry Requirements - Office Administrator
Pay & Salary - Office Administrator
Salary Range (thousands per year)* 20k - 60k
Administrator: 20 - 40
Office Manager: 20 - 60
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.
Labour Market Updates - Office Administrator
No shortages have been identified for this occupation.
National Skills Bulletin 2018