Tasks (Duties) of Administrators
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.