You’ll be in charge of handling basic correspondence, administrative tasks and clerical functions. Your job also entails greeting customers and making sure they remain comfortable while in the waiting area and updated on their appointment wait times. The position also requires you to maintain electronic files and the patient database. There might also be times where you’ll be asked to organize staff meetings and prepare memos, invoices and reports.
Administrative Assistant Job Responsibilities and Duties
Use computer software to create spreadsheets.
Ensure filing systems and databases remain up-to-date and accurate.
Answer the phones, provide callers with information and transfer calls.
Update event calendars and schedule appointments.
Operate office equipment, including fax machines and copiers.
Implement methods for office cost control when the opportunity presents itself.
Attend technical workshops in order to remain current on the latest medical database technology.
Make sure medical and office replies remain well stocked and inventoried.
Administrative Assistant Qualifications and Skills
- Undergraduate degree
- Knowledge of contemporary spreadsheet, word processing and medical database programs
- At least three years of experience working in a medical practice, preferably a chiropractor’s office
- Knowledge of basic medical terminology (or a willingness to learn on your own time)
- Proven history of taking initiative and implementing upward movement and positive change in the workplace
- Excellent time management and organizational skills
Dr. Ethan Kennington, D.C. opened his chiropractic practice in 2010 with the goal of showing his patients how essential a healthy spine is to a healthy body. He seeks to inform and educate his patients and offer them alternative methods of successfully treating their aches, pains and discomfort. Often implementing Eastern medicine and spiritual techniques with his treatment, Dr. Kennington practices Pilates and yoga and utilizes the methodologies with his treatment plans.
Writing an Administrative Assistant Job Description Best Practices
Despite having a job description sample, there could be occasions where you simply don’t have an outline to use as a guide. Should you ever find yourself in this situation, there a number of job description dos and don’ts that can steer you down the right path and increase your chances of attracting viable candidates. Such dos and don’ts include:
DO make sure your job description includes current contact information for your company as well as clear submission instructions on how you’d like interested individuals to send in their resumes, cover letters and anything else you’d like to see.
DO look over your job description to make sure it’s an accurate and transparent representation of the overall culture and mission of your company.
DO write a job description composed with action words whenever possible.
DON’T add information about salary or company benefits if company laws permit you from doing so. Let applicants know you’ll discuss this information during the interview or another appropriate time.
DO be as specific as possible about the type of administrative assistant you’re seeking, personality traits and overall experience. Doing so keeps unqualified individuals from cluttering up your inbox or phones.
DO utilize bullet points whenever the opportunity presents itself. Doing so is a great way to make your job description easily digestible and less intimidating, which is common with large blocks of unbroken text.
Making a heavy investment in the appearance of and content contained within your administrative assistant job description might take you a while, but it’s sure to help you start forming a positive relationship with your future administrative assistant. Never underestimate how much a single word or phrase can attract or repel well-educated and experienced candidates with the willingness to make sure your company stays on target and running smoothly.
Administrative Assistant Job Responsibilities
The job responsibilities section is the meatiest part of your administrative assistant job description, so you’ll want to place a lot of emphasis on the content you list. Jobseekers look to this section to see if they are a great match, so make sure you are specifying exact requirements for the open position. Try to format this section in bullet points for accessibility. Include no fewer than six bullet points and no more than eight bullet points in this section.
Reflect on the other sections of your job listing, such as the education entries. Similar to this section, your job responsibilities portion should inform jobseekers of major tasks and responsibilities they’ll expect to carry out on a daily basis. Don’t skimp out on your administrative assistant job description, as you won’t want any required task to fall through the cracks and go unacknowledged. State your points clearly so applicants will know exactly what to expect should they apply and get the job.
Here are some examples of administrative assistant job responsibilities:
- Assist with inventory control and recording of serial numbers
- Perform various clerical duties to provide administrative support for various functions of the branch
- Schedule and coordinate meetings, conferences and special events
- Type, compose and transcribe forms and reports
Administrative Assistant Job Specifications
Job requirements are so common that you have likely written a handful or two already. These sections are short, straightforward and generally easy to read. All of these aspects are important, yet by taking your administrative assistant job description up a notch, you can better emphasize the goals of the company and the expectations on the applicants’ end.
Meet with your hiring manager or senior leadership to discuss the best ways to arrange this section. What are the absolute required skills needed for the job, and what are ones that would constitute as additional perks?
By covering every corner of this section, you can decrease your chances of getting an overflowing inbox of unqualified applicants. A clear set of guidelines and expectations in your administrative assistant job description gives an honest account of what jobseekers can expect from you as well as the team.
Below are some examples of administrative assistant job specifications that you can include:
- Three years’ experience working in an office environment
- Familiar with equipment maintenance and technology design
- Organized and engaging presentation skills
- Experienced in training new hires on various equipment and software
- Strong reading comprehension and communication skills
- Capable of repetitive movement and carrying heavy objects