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What an administrative assistant does
An administrative assistant provides day-to-day support that keeps a team or department organised. Typical work includes managing emails and calls, scheduling meetings, preparing documents and maintaining accurate records.
The role is varied and supportive, often the practical backbone of an office. It calls for someone dependable who can prioritise tasks, follow processes and adapt to the changing needs of the people they support.
Core responsibilities
- Handling incoming and outgoing correspondence and calls.
- Scheduling meetings and managing calendars.
- Preparing, formatting and proofreading documents.
- Entering and maintaining data in spreadsheets and systems.
- Organising filing, both digital and paper.
- Ordering supplies and supporting general office logistics.
Skills and qualities
- Strong organisation and the ability to prioritise.
- Accuracy and attention to detail.
- Confident use of word processing, spreadsheets and email.
- Clear written and spoken communication.
- Discretion when handling confidential information.
- Flexibility and a helpful, proactive attitude.
Typical employers and settings
- Offices across most industries and sectors.
- Professional-services, finance and legal firms.
- Education, healthcare and public-sector bodies.
- Small businesses and charities needing all-round support.
- Larger organisations with dedicated administrative teams.
How the role is recruited
- Roles are filled directly or through staffing and recruitment agencies.
- A CV and covering letter are usually requested.
- Screening checks software skills, accuracy, availability and right to work.
- Interviews may include a short typing, spreadsheet or document task.
- Onboarding covers internal systems, processes and reporting lines.
Documents involved
- A job description setting out duties and systems used.
- An employment contract or assignment terms.
- An offer letter confirming role, hours and start date.
- Right-to-work and identity checks as required.
- An onboarding checklist and any confidentiality terms.
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