How to write an Administration Assistant job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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Administration Assistant job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialised, consider including the specialisation in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Administration Assistant job titles

    Administration Assistant
    Admin Assistant (2+ Years’ Experience)
    Receptionist
    Administrator (Part-Time)
    Administrative Assistant

Administration Assistant job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of an Administration Assistant job summary

Our busy office is interested in hiring an experienced and reliable Administrator who can assist with general office duties, including answering phones, copying and scanning documents, filing, responding to emails and performing additional administrative duties as required. The successful applicant will be the front-end representative of our firm, so he or she must have a polite and friendly disposition, and be readily available to greet guests and direct them as necessary.

Administration Assistant responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organisation and who the employee reports to.

Examples of Administration Assistant responsibilities

    Assist in preparing interoffice memos and drafting emails
    Reconcile department budget and generate reports
    Greet visitors in a prompt and friendly fashion
    Maintain the office filing system and retrieve material from files as requested
    Process appropriate paperwork to pay vendor invoices
    Perform general office duties, including faxing, copying, scanning and filing

Administration Assistant qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Administration Assistant skills

    2+ years’ experience in a clerical/administrative position
    Secondary school completion required
    Excellent office and customer service skills
    Impeccable written and oral communication skills
    Ability to multitask in a busy work environment
    Able to take direction well and work with minimal supervision
    Demonstrated track record of reliability and dependability

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