Administration & Office Support
Administrative officers perform duties such as organising files, typing correspondence and scheduling appointments.
Junior secondary school certificate or equivalent
What does an Administrative Officer do?
Administrative officers, administrative assistants and personal assistants perform routine clerical and administrative duties. They organise files, draft and type correspondence, schedule appointments, and support other staff.
The tasks you might have include:
- answering the telephone and passing on calls
- reception duties such as greeting and looking after visitors
- typing and setting up documents such as letters and reports
- keeping computer records up to date
- using office equipment such as printers, photocopiers and fax machines
- managing staff appointments
- setting up meetings and taking minutes
- making travel arrangements for staff.
In some jobs you might only do a few of these tasks, and in others you might carry out a greater range of administrative duties.
You may be known by various other job titles such as Personal Assistant, Clerical Assistant or Office Administrator.
Key skills and interests
To become an administrative officer you would need:
- an organised approach and excellent time management skills
- good communication skills
- the ability to work well as part of a team
- computer literacy and good typing skills
- a good level of English spelling and grammar
- accuracy and attention to detail.
Working hours and conditions
In most full-time jobs you would work standard hours, Monday to Friday. Flexible hours, part-time work and temporary work are widely available.
You would work in an office and spend a lot of your time using a computer.
How to become an Administrative Officer?
Entry Level Education
You can work as an administrative officer without formal qualifications. You would get some on-the-job training. Entry to this occupation may be improved if you have qualifications. You may like to consider a VET qualification in business, business administration or a related field. You may be able to study through distance education.
You can also become an administrative officer through a traineeship in business or business administration. Entry requirements may vary, but employers generally require junior secondary school certificate or equivalent.
Overall employment of administrative officers is projected to grow about as fast as the average for all occupations. Employment growth will depend on occupational specialty.
Employment of senior level administrative officers is projected to show little or no change. This is due to companies replacing executive level roles with lower-cost administrative assistants. Often these role are supporting more than one manager in an organisation.
Also many managers now do tasks that would previously have been done by their administrative assistants. For example, typing their own correspondence or managing their own diary online.
Because technology cannot substitute for interpersonal skills, secretaries and administrative officers will continue to play a role in most organisations.