Understanding the Role of Administrator

• Administrators coordinate and manage organisational resources efficiently and effectively.
• They ensure smooth execution of administrative duties, including answering phone calls, booking appointments, and sorting mail.
• Administrators may be assigned specific responsibilities based on the nature of the organisation.

General Administrative Duties

• Handling incoming and outgoing communication: This can include sorting mail and responding to emails.
• Meeting coordination: This involves scheduling and preparing for meetings, including booking venues and sending out invites to participants.
• Managing databases and filing systems: Administrators often store, process, and manage data.
• Providing customer service: They may also be responsible for dealing with customer enquiries and complaints.
• Administrators often take on the role of liaison between different departments within an organisation.

Specific Responsibilities

• Financial Management: In some cases, administrators may be responsible for bookkeeping, budgeting, and other financial matters.
• Human Resources Management: This can include drafting policies, managing recruitment, and handling employee records.
• Procurement and Inventory Management: They may also manage the acquisition of supplies, oversee storage and distribution, and maintain inventory records.
• Facilities Management: In some roles, administrators may oversee maintenance and cleaning operations, manage building security, and ensuring the office environment complies with health and safety regulations.

Organisational and Interpersonal Skills

• Administrators need excellent organisational skills to manage tasks effectively and efficiently.
• Interpersonal skills are essential for dealing with employees, customers, and suppliers.
• Strong communication skills are needed for written correspondence, telephone dealings, and face-to-face interactions.
• Problem-solving skills are beneficial when addressing unexpected issues or conflicts.

The Impact of Information Technology (IT)

• IT literacy is important for modern administrators due to increasing reliance on computer systems and software.
• Familiarity with Microsoft Office suite (Word, Excel, Outlook, etc.) is typically expected.
• Database management often involves the use of specific software systems.
• Email and online communication tools have become standard in most professional settings.