Administrative/Secretarial Courses

Life in Administration: Overview

Administrators and secretaries often report to a Line manager, offering clerical or administrative support wherever needed, and being entirely flexible with a good head for time management. Although Administration is a vague title, it usually requires a lot more responsibility than the name suggests. They are often also responsible for specific projects, as well as organising and carrying out office procedures. In some cases, they will oversee junior staff.

Because you will usually be responsible for the administration of more then one Manager/Executive, there can be a lot of pressure applied and you may end up working longer hours than you receive credit for.  

Each company will require some administration, so there are many job opportunities, if you have the appropriate training and experience.

Core responsibilities include:

• Planning – in advance an on your own initiative
• Organizing – time management. Identifying a logical order for daily and uncontrollable tasks.
• Staffing – recruiting
• Directing – a leadership support system
• Controlling – creating a problem-free environment

Am I likely to Succeed?

There is a high demand for people with Administrative skills. The role develops all round skills in communication and computer literacy.
Once initial experience is gained, the job opportunities will vary depending on the level of training.

Expected Salary

As previously mentioned, the term administration is a wide employment bracket. Starting Salaries are:

• £13,500 to £18,000 for jobs outside London;
• £19,000 to £25,000 in London
• £30,000 - 40,000+ once further experience and training has been acquired.

Training

Administrators usually train on the job. Most well paid jobs will require at least 1 years experience rather than qualifications – these qualifications are usually more desirable the essential. However, skills in Word, Excel and Access are often beneficial in order to fulfil the role efficiently. Other useful attributes include:

• A good telephone manner,
• People Skills
• Time Management
• Organisational Skills
• Speed Writing / short hand
• Languages
• Touch Typing
• Minute Taking
• Planning and meeting deadlines
• oral and written communication skills
• reliable and honest

The normal minimum entry requirements are:

There are no minimum requirements, however, a Business Management Degree may be useful (for roles with more responsibility)

A minimum typing speed of 45wpm is normally required.

Good English Language

It is important to keep up to date with new technology and take advantage of any training courses offered.

The range of IT skills you will need will depend on your specific role, but increasingly secretaries/administrators are responsible for a range of IT projects. You may wish to undergo training in web-authoring, design, PowerPoint, and/or statistical packages.

Other soft skills may be useful, such as assertiveness or customer service, first aid and health and safety.

Related Careers

As mentioned above, people tend to train in employment in administration, allowing a large window of opportunity to advance in your career, with the right training and development.

Although this is not a particularly competitive sector, IT skills are always in high demand, and may allow you to work in a more desirable department.

Further career options:

• Arts Administrator
• Barrister’s Clerk
• Bilingual Secretary
• Clerical Assistant
• Company Secretary
• Diplomatic Service
• Education Administrator
• Human Resources Officer
• Office Manager
• Personal Assistant
• Press Officer
• Verbatim Reporter

Useful Links

Core Skills

Specific skills which you may develop from doing an Administrative/Secretarial  or finance courses include:

• Knowledge and awareness of business organisations: how they operate and are managed, enhancing your commercial awareness, particularly if the course includes a work placement.
• Understanding the technical language and practices of accounting and finance, and contemporary theories concerning the practice of financial industries;
• Numerical and quantitative skills - developed from understanding, recording and evaluating figures within a business context;
• Problem-solving and analytical ability - developed from the numerical aspect of your course and from exercises or project work where you may have to evaluate a business case study and present possible solutions;
• Oral and written communication skills - from producing reports and assignments on business issues and delivering presentations (working on group topics and discussing business problems should enhance your ability to argue your case and negotiate with others);
• Knowledge of global business issues, and competence in languages - if you specialise in European or international finance;
• Entrepreneurship - if your course includes mock exercises in planning or setting up businesses.

Job Sites

Average working hours per week

Job Description

Education Administrator

The Role
Education administrators organise and manage the administration, support systems and activities of an education institution. Most are based in higher or further education (HE or FE), with more opportunities arising in schools and private colleges.

Tasks may include:

• servicing committees;
• assisting with recruitment, public relations and marketing activities;
• administering Student life – admission to Graduation
• administrative support to lecturers, tutors and teachers;
• dealing with queries and complaints procedures;
• coordinating examination and assessment processes;
• course evaluation and course approval procedures;
• preparing reports and statistics
• developing future information systems;
• contributing to policy and planning;
• managing budgets
• purchasing goods and equipment;
• supervising staff;
• organising and facilitating a variety of educational or social activities.

Salary:
£18,000 - £26,000 dependent upon sector and location

Experience:
You will be expected to be trained to degree level if working in administration for the educational department. However, this does not necessarily need to be a degree in a related field.

For some roles, office experience may be essential. For senior grades, a minimum of three years' experience in an administrative capacity is usually required. At all levels, previous experience in public sector administration may increase your chances. A short course will add to your skills and show dedication to the industry.

Career Development

There are many opportunities to develop your career. You may wish to specialise in one industry, such as legal or medical secretarial work, or become a personal assistant to a company director or other senior manager. Alternatively, you could choose to use your organisational skills as an office manager.

There are some opportunities to move up via internal vacancies. These are most commonly in the Charity of Property sectors. However, it’ may not be the best journey to success,  as it can also hold you back form moving ‘up the ladder’ because of a discrimination against the job title.

Membership of a professional body in the area that you are looking to move into can also help you make the transition and show that you are serious about a career in that area.

Facts