Administrative Assistant

As an Administrative Assistant, you will help keep services organised and running smoothly behind the scenes. You’ll support teams by managing information, arranging meetings, answering enquiries, keeping records up to date and helping people find the information they need. If you enjoy being organised, solving problems and working with others, this role gives you the chance to make a real difference every day by helping services deliver the best possible support.

Administrative Assistant is also known as Office Administrator, Clerical Assistant, Business Dupport Officer, Project Support Officer, Clerk.

Role Characteristics

Organise and maintain files and databases to ensure up to date records
Coordinate meetings for members of the team and organise any room bookings for meetings
Book and schedule appointments for members of the team
Answer phone calls and emails to solve any queries
Schedule meetings for members of the team and take notes to keep records of meetings
Maintain high office standards, regularly taking stock of office supplies and ordering new supplies

Skills

Attention to detail
Customer service
Organisation
Team work
Written communication

Day in the life

Watch this video to find out more about the crucial role of Administration staff.

Routes into this role

Here are some example routes that can lead into this role.

Pre-employment Programmes

Volunteering or work experience

Apply directly

GCSEs

An apprenticeship

BTEC, T-Level or A-Levels

How to become

There are several ways to start a career as an Administrative Assistant, whether you're leaving education, looking for your first job or changing careers.

Here are some ideas, and you can explore current opportunities in the section below.

Study a course or qualification – useful qualifications include GCSEs (usually English and Maths), Business Administration, IT, Customer Service or Business Studies-related courses, T Levels and BTECs. These can all help you to develop knowledge, skills and prepare for work.
Build workplace experience – this could be paid work, volunteering, or work experience online or in-person in offices, healthcare organisations, local authorities, schools, charities or businesses, helping you to develop skills in communication, organisation, teamwork, customer service and attention to detail.
Complete a pre-employment programme – a short course which supports you to gain confidence, skills and experience, helping you prepare for work in an office or administrative role.
Apprenticeships – you can gain experience in the workplace whilst also studying a qualification in Business Administration, Customer Service or Business Support.
Applying directly – employers will want you to have good English, maths and IT skills. This doesn’t always mean you need a qualification, but you may need to complete an assessment or skills test.
Moving from another role – think about how you'll be able to transfer your skills in customer service, organisation, administration, communication, record keeping or working with people into an Administrative Assistant role. You may want to focus on building your confidence with office software, managing information and supporting multiple tasks at the same time.

Where can this role lead

From your role as an Administrative Assistant, you could specialise in areas such as finance, data, communications or information management by becoming an Accountant, Data Analyst, Clinical Coder or Communications Officer. These roles build on skills such as organisation, attention to detail, managing information and supporting services.

Your experience coordinating meetings, handling enquiries, maintaining records and supporting teams would also transfer well into sideways moves such as Call Handler, Care Navigator, Medical Secretary or Community Fundraiser, where you would continue helping people and services in different ways.

If you would like to progress your career, Project Manager could be a natural next step, allowing you to coordinate people, resources and service improvements across organisations.

If you would like to move into a more people focused health and wellbeing role, becoming a Care Navigator or Health Trainer could be a great next step. These roles use your communication and organisational skills to help people access support, improve their wellbeing and navigate services.

Location

Community Settings
Hospitals
Offices
At Home
GP Practices
Schools, colleges and universities
Care Homes
Opticians
Peoples Homes
Prisons

Working hours

Weekdays
Part Time
Full Time
Overtime
Flexible Hours

Opportunities

BTECs, T-levels or A-levels

Bradford College Business Courses

Find out more about Business courses at Bradford College.

Organisation: Bradford College

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Apprenticeships

Administration Apprenticeship roles

Find out more about Administration apprenticeships across Leeds Teaching Hospitals Trust

Organisation: Leeds Teaching Hospitals Trust

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Courses

Customer Service Pre-Employment Programme

This is an exciting opportunity for anyone who is looking to take their first step into an administration role within the health and care sector.

Organisation: Leeds Health and Care Talent Hub

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BTECs, T-levels or A-levels

Leeds City College Business and Events courses

Find BTEC, T-Level and A-Level courses in Business and Events at Leeds City College.

Organisation: Leeds City College

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Volunteering

Volunteering in Health and Care

Find out more about volunteering opportunities in Health and Care

Organisation: Volunteering Opportunities

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Apprenticeships

Business Administration Courses

This course is delivered using a blended delivery model, our Assessor will deliver this apprenticeship in the workplace with optional study days available at Bradford College.

Organisation: Bradford College

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BTECs, T-levels or A-levels

Management and Administration T Level

This qualification offers learners a fantastic opportunity to learn important theoretical knowledge of how a business operates alongside gaining hands-on experience in the workplace, to ensure they can have a meaningful impact when they progress into the world of work.

Organisation: Leeds City College

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BTECs, T-levels or A-levels

T Level Business (Management & Administration)

This Business T Level study programme provides you with the practical and academic skills and knowledge to progress into a career in Business Support, Team Leadership and Management.

Organisation: Wakefield College

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Courses

Principles of Business Administration

The student will learn through the support of relevant materials for the course, with a knowledgeable tutor providing advice and guidance on the course content.

Organisation: Heart of Yorkshire Education Group

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