What qualities and skills are required in a candidate for an office administration role?

Thanks for nice question.

For Administrative job, one needs to have following qualities and skills.

Quality: This means a good degree from the University like Business Administration, Public administration, Management, Economics or Psychology and so on.

Skill or competencies:

There are two types of skill or competencies:

 Core Competencies: These broad based and one needs to have these to make an impression and to reflect strong brand of personality

1) Integrity: Do not compromise with your honesty and integrity

(2) Diversity: Accept diversity and treat all people equally irrespective of race, gender, nationality and skin color

(3) Commitment: Do not fail to keep your commitment to others

(4) Teamwork: Without teamwork, no one can succeed

(5) Communication: This is most essential in modern business word

(6) Drive for result:  Strong achievement orientation is must for success

 Functional Competencies: In addition to core competencies, one needs to have the following functional skills or competencies:

1.      Deciding and initiating: Be proactive to take action in advance.

2.      Leading and Supervising: A leader always gets the work done through people

3.      Relating and Networking : You need networking with your  boss, colleagues and outside the office to increase your self-confidence  and support from others

4.      Persuading and Influencing:  A good practice in communication skill will help  you to influence others and to come on your board

5.      Applying Technical Expertise: Apply  your  educational knowledge to showcase your learned competency

6.      Planning and Organizing:  An essential element that all managers shall possess. Please make sure everything moves smoothly as planned.

The importance and function of the Executive Secretariat and the Department of modern office

Preserve the secrets of working in the organization, whether these secrets private work or staff in the organization

Overseeing all administrative work.

Facilitate the flow of transactions, and get the job done in a timely manner.

The Secretariat is primarily responsible for the implementation of the action and coordination between different departments, and incoming mail and outgoing and archive and determine the dates of meetings and interviews, all without waste of time and effort it takes to complete the work.

Specifications successful secretary

Tact

IQ

The power of memory

well look

Good Listening

Behaving in a good manner

Knowledge of the rules and labor laws within the organization

How to be a successful secretary?

Respect for all the team.

Not to waste work time to personal matters.

The completion of the business, and not to rely on others, except in necessary.

Placed to perform the requested deliverables sound business plans.

Preparation desktop tools adequate to work.

Implementation of the hard work first do not even waste time thinking about it.

Office administration is a set of day-to-day activities that are related to financial planning, record keeping & billing, personnel, physical distribution and logistics, within an organization. An employee that undertakes these activities is commonly called an office administrator or office manager, and plays a key role in any organizations infrastructure, regardless of the scale. Many administrative positions require the candidate to have an advanced skill set in the software applications Microsoft Word, Excel andAccess. 

An office administrator has the responsibility of ensuring that the administrative activities within an organization run efficiently, by providing structure to other employees throughout the organization. These activities can range from being responsible for the management of human resources, budgets and records, to undertaking the role of supervising other employees. These responsibilities can vary depending on the employer and level of education

Skill Set in Office Administration

The importance of an office administrator to an organization is substantial due to the duties that they are entrusted with, therefore specialized training is required in order for the employee to work efficiently and productively, these being;

• Payroll training that involves the responsibility in ensuring that all employees receive their pay slips on time
• To have good communication skills in order to coordinate with other employees around the organization.
• The ability of being able to supervise support workers
• The ability of adapting to changing environments and new technologies that could be implemented e.g. New software installation.
• Show good initiative
• To be able to work under pressure when given a task that is of vital importance to the organization

Roles in Office Administration

There are an extensive range of roles that can be associated with an office administrator, these being; organizations advertise junior office administrator vacancies targeted at students that are currently studying or whom have left secondary school or college, the opportunity to gain experience or build a career through full time work or an intern ship over the course of a summer break.

Receptionists play a key role in the organizations management, as they are entrusted with arranging and meeting the clients, suppliers and visitors directly via emails, phone calls or direct mail. The employee undertaking the role of a receptionist must show good organisational, communicational and customer service skills in order to ensure efficiency with the organisation. Other responsibilities that a receptionist is entrusted with are;

• Ensure that the outgoing and incoming mail is allocated to the right department within the organisation
• Organise and assist fellow employees with meetings, conferences and direct telephone calls when required
• To communicate with members of the public when an inquiry is made
• Manage and maintain the filing system that has been implemented into the organisation e.g. information systems
• Clerical duties that involve the ordering of equipment, office supplies and other inventories that are required.

Personal Assistant's are commonly associated with an office manager that help maintain the efficiency of their day-to-day work, this is through providing secretarial support and assistance. Becoming a personal assistant requires the employee to have experience in previous administrative jobs, in which entailed the use of computers and information systems. Like any other role that is related to an office administrator, the job title of personal assistant requires the employee to be organized, show professionalism and the ability to work under pressure when given a task of vital importance. The duties that a personal assistant must carry out each day are the following;

• The task of inputting, filing and managing the data that is stored within the organization's office system
• Personal assistants act as a first hand to the office manager so they must ensure that all contacts from third party individuals are processed through them
• To arrange transportation and meetings that are of importance to the office manager
• Ensure that documents, reports ad presentations are set up prior to any meetings
• Process emails and letters that are received in correspondent to the office manager.

Excellent attention to detail,Flexibility,Problem solving,Creativity Planning,Organizing and Teamwork

I apologize this is not my specialist

Those who exercise - Secretarial Departments and the various departments in the ministries and organizations, bodies and companies- Secretarial managers and heads of departments in the ministries and organizations, bodies and companies- Reception staff and public relations in the ministries and organizations, bodies and companies

There are many very specific qualities and skills that differentiate a good administrative assistant from a great one.

With the economy in poor shape, many businesses have been forced to cut back their staff, so the responsibilities of administrative assistants have increased significantly. Read on to find out more about the highly sought after qualities hiring managers and recruiters in administrative staffing look for in a great administrative assistant.

1. Communication Skills

Communication, interpersonal relationship and listening skills are possibly the top desired qualities every company looks for in an administrative assistant. One reason for this is that the administrative assistant will likely be the first point of contact for clients or customers. In order to take unnecessary pressure off of the management team, the assistant will answer and screen phone calls, greet visitors and assist clients with their questions or concerns so that upper-level executives can run the business without being disturbed. However, this is no easy task, as many clients that are reaching out to an organization are upset, confused or otherwise unhappy, so the assistant must be able to listen, understand and react appropriately. On top of this, administrative assistants must be able to accurately relay messages and information, so outstanding communication skills are crucial for success.  

 2. Organizational Skills

If a company needs an administrative assistant, it’s likely because the business is fast-paced and very busy. The assistant is brought in to help alleviate some of the stress that comes with day-to-day operations, but that can be tricky when there are a countless amount of responsibilities to take care of.  Another very important quality of a highly effective administrative assistant is organizational skills. If the assistant does not know how to prioritize and keep track of everything that needs to be done, something might slip through the cracks, causing a more severe situation down the road. Whether it’s organizing files or booking meetings, a great administrative assistant will be able to handle it all with no exceptions.

3. Time Management Skills

Right up there with organizational skills, time management is crucial for administrative assistants. Although there may not be enough time in the day to get through everything that needs to be done, your job as an assistant is to make it happen. Prioritization and the ability to work through distractions help keep you focused, and you know when it’s time to move from one task to the next. These are things that every company needs in an assistant in order for the organization to operate smoothly. Additionally, it is very important that administrative assistants are conscientious of business hours and are always punctual to work, meetings and other scheduled functions. Even a few minutes here and there can cause confusion and disorder.

 4. Dependability and Reliability

Because of the amount of responsibility placed on most administrative assistants, an important quality employers look for is level of dependability and reliability. Responsibilities and work hours are not always cut and dry for those in a busy office. Employers want to know that their assistants are willing to go above and beyond when urgent situations arise without any complaints or hesitation. Additionally, administrative assistants must be reliable when it comes to day-to-day work. Managers must be able to trust things are getting done correctly without having to micromanage.   

 5. Confidentiality

Administrative assistants are right in the middle of all conversations, business deals and other communication floating around the office. However, being privy to an abundance of information, confidential or meaningless, comes with great responsibility. A great assistant knows not to disclose information regarding client or business matters, and employers will also look for someone that stays out of personal gossip with others in the office.

 6. Customer or Client Service Orientation

 Customer service orientation is a desirable quality in nearly every profession. However, for administrative assistants, this is especially important because they deal with both internal and external clients on a daily basis. No matter how skilled an assistant is in every other area, if he or she is not personally invested in helping others and guaranteeing satisfaction, the company will not benefit. An administrative assistant must know how to work with clients, find out what they need and want and deliver it with ease. A positive experience with the assistant will reflect positively on the business overall.

Thanks for the invite ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,I agree with the experts answers

Agree with both answers given by mr.   Md. Fazlur Rahman                  and mr. Georgi

Thank you

The qualities - people oriented, realtionship focused, and strategic but also open minded and flexible

Skills - strong organisational skills, communication, team work, and problem solving. 

Thanks

Totally agree with the answers given by Mr. Fazlur and Mrs. Ghada