The role of office administrators today

Office administrators work to support smooth business operations across various companies and industries. Their role encompasses general administration and clerical duties in assisting employees, organising documentation, and arranging schedules such as meetings and travel for senior management. Due to the diverse needs required by the office administrator, such a job in Malta or elsewhere tends to be highly dynamic and engaging. 

Overall, the office administrator must be organised and work well under time pressures. They are keen observers of various internal departments and are able to meet their needs as a key figure of support regularly. 

Summary of steps to become an office administrator

Although the rest of this article will explain the following points in more detail, below are a summary of steps in how to become an office administrator:

• Receive the necessary education: whilst such a finance job needn’t require a bachelor’s degree to attain, office administrators at the very least complete high school and receive their diploma. If you are able to, it’s worth exploring technical schools or similar institutions that can teach you foundational office skills to earn some practical experience.
• Prepare your application: spend some time searching for relevant and open job applications pertaining to office administration. Then, ensure you update your CV and cover letter to reflect your present employment history and skill set. 
• Practise for interviews: job interviews are great practice for advancing your career and building on your interpersonal skills. You can take the time to understand your skills and put these to the test for hiring managers. There are common interview questions that employers ask potential hires, meaning you can look for these and practice your responses ahead of any interviews.

Once you’ve taken the time to do some research on an industry and the role itself, you’re prepared to start applying for jobs. This will require a good CV and cover letter. Whilst you are applying, you can make use of your time in connecting with business professionals over social networks such as LinkedIn. Building these connections can help your chances in finding the right job for you.

Duties and responsibilities of office administrators

As mentioned beforehand, the office administrator is a key point of support for internal parties of a business. Whilst their duties may vary according to industry, common duties and responsibilities of this finance job in Malta or elsewhere include:

• Manage administrative functions and assist personnel,
• Frequently collaborate with administrative peers,
• Meet with clients and support their needs over various forms of communication such as email,
• Manage office inventory and place orders pertaining to technical and other equipment,
• Conduct research and prepare reports for senior management,
• Schedule diverse meetings and similar activities,
• Support internal teams in improving their operations and other tasks as required.

From the above, you can see that office administrators work on diverse tasks to ensure the order of company operations through collaboration and organisation. Their role is truly communicative, meaning jobseekers should aim to work on their interpersonal skills to succeed in this finance job in Malta or elsewhere.

Salary expectations 

The demand for office administrators is rapidly increasing, leading the career with fast-paced growth capabilities alongside impressive salary raises. The Castille Salary Survey is based on the average gross basic salary ranges we have seen offered in the local market over the last 12 months. This survey is updated quarterly, remaining representative of current market trends.  

For a global perspective, it is worth keeping in mind that sources vary and are subject to change with time. Considering these variances, salaries for office administrator jobs consistently reflect an average salary ranging from $38,000 to $50,000 a year. These numbers vary according to level of experience, specialisation, and other associated living costs. 

Education and qualifications of office administrators

As indicated in the summary of steps section in this article, most office administrators earn at least a high school diploma. Depending on the organisation, administrators may also need to pursue a bachelor’s degree to gain a competitive advantage among other job applicants. Relevant fields include business and communication, or similar disciplines. 

Additionally, for technical skills, it’s worth exploring certification that improves technical proficiency in the use of software. Office administrators can improve their skills in business writing, documentation, and organisation skills. These are usually supplemented by valuable work experience. Office administrators must be prepared to undertake training procedures when joining a company, specifically to learn technical tools relevant to their finance job. As part of their training, assistants may shadow other administrative professions to learn various processes.

Trending technologies and skill sets 

As a collaborative job, it’s no wonder that office administrators gain their skills in ones such as verbal and written communication. In working with various office functions, other trending technologies and skill sets include:

• Organisation: office administrators play a large role in ensuring businesses run smoothly. This means they must be organised and file documents accurately, as well as plan meetings for multiple business professionals.
• Time management: in working with a variety of tasks, office administrators are able to prioritise their workload, so these can be achieved under their respective deadlines. Time management skills often works hand in hand with organisation skills.
• Communication: as the first point of contact, office administrators must be approachable and professional to both internal and external individuals of a company. They should be clear and effective communicators so that any party understands business procedures. In this way, office administrators are adaptable in working with various business professionals.
• Technical skills: office administrators use software and other applications to organise and manage daily tasks. They also enter data, conduct reports, and similar duties using computers.
• Analytical: with the advancements of technology, many jobs in Malta or elsewhere are quickly incorporating software to manage daily business operations. In some circumstances, office administrators may research novel technologies and analyse date to determine whether such software is relevant and applicable in meeting business goals.

The above illustrates the general skills of such a finance job that is focused around supporting business professionals whilst ensuring internal structures operate well. They understand current business objectives and help amend these during shifting workplace trends. 

Career prospects as an office administrator

Office administrators typically work in various office environments, including sitting at a desk and using computers or similar equipment to effectively carry out their role. They collaborate with diverse personnel frequently and facilitate internal and external communications. The consistent use of valuable hard and soft skills employed by the office administrator is transferable across organisations, meaning these individuals are able to work in diverse workplace settings.

For jobseekers interested in pursuing a career path as an office administrator, individuals should work to gain valuable work experience in any preferred industry. Of course, if applicants are interested in specialising in a certain industry, they should look for finance jobs in these specific areas. Office administrators can continue to improve their technical and soft skills through independent learning and training measures provided by the company.

Begin your office administrator career today with Castille 

Now that you’ve critically assessed what working as an office administrator is about and whether it is right for you, you are able to kickstart your career in this ever-growing field. As technology and the workforce continues to rapidly advance, the role of office administrators remains a career suitable for the long-haul.