With the influx of highly educated job seekers in the market, having proper job descriptions for open positions has become increasingly important. A properly worded and presented description can help to catch the eye and pique the interest of the candidate who would be best for your position. By the same token, a vague and poorly written description can detour a capable applicant, even if the posting is from a well-respected company. Do not get caught in this trap. Below is a proper office and administrative support workers job description sample.
Office and Administrative Support Workers Job Summary
You are one of the first points of interaction for anyone visiting or contacting the company. You assist the company executives and management while maintaining the lobby area. Strong administrative and multi-tasking skills are key in fulfilling the various aspects of this fast-paced position.
Office and Administrative Support Workers Job Responsibilities and Duties
- Manage the front desk and lobby area, controlling traffic through the office
- Answer and properly route phone calls, recording messages when necessary
- Greet and assist general public with all inquiries
- Collect and record needed information from clients
- Coordinate and set up company meetings, luncheons, presentations, etc.
- Maintain and update client files
- Facilitate company e-mail account, answering all inquiries, drafting and sending correspondence with clients, etc.
- Schedule all aspects of trips for executives and management
- Stay up to date on current marketing trends through participation in different educational opportunities and professional organizations
Office and Administrative Support Workers Skills and Qualifications
- Bachelor’s degree or 3-5 years of experience within the office management and administration field
- Supply management experience, bookkeeping a plus
- Strong customer relations skills
- Word processing proficiency
- Information analysis and decision making
- Written and verbal communication ability
- Excellent multi-tasking and time management skills
- Eye for detail and commitment to the fulfillment of all projects
He & She Marketing Firm was founded in 2001. Since our inception we have experienced exponential growth, starting as a small local business and now branching out to several locations across the state. Our mission has been to develop strong, effective marketing campaigns for our clients that not only help them to communicate with their target audiences, but also enhance their brand loyalty and expand their reach. Through innovative ideas and applications, we continue to exceed this goal, which has contributed to making us the go-to marketing firm in our area.
What to Include in Your Office and Administrative Support Workers Job Description
There are a few key aspects that are important to include in your job description. Adding these pieces helps you to cover all of your bases to ensure that you provide a well-detailed description that will attract appropriate candidates.
• Specific Title and Job Summary – Office or administrative support can span a large spectrum of job types, therefore it is helpful to specify the type of support worker within the job title. The right title can also help to pique the interest of a prospective employee browsing through a long search of available positions. Once you have candidates interested enough to view the job listing, you want to capture them with the summary. The summary should include three to five of the most critical aspects of the position to give a well-rounded view of what the job will entail.
• Requirements and Duties – If there are certain educational or background requirements, you want to be sure to include them in your office and administrative support workers job description. You should also include any program or software proficiencies that will be necessary to fulfill the needs of the position. Under the “Duties” section, you should detail the aspects of the daily operations of the position. Reading the duties and requirements should give prospects the full picture of the position and help them to evaluate if they would be a good fit for the job. Also, it gives you a gauge by which to evaluate prospective employees.
• Company Profile – Not only do serious employees want to know what type of work they are expected to perform, but they also want to know what sort of company they are aligning themselves with. Especially in today’s society, employees want to be sure that they are joining quality organizations. Therefore, you want to share a few of the best facts about your business. Has the company been providing quality service for several years, or has your start-up experienced tremendous growth and success over a short period? Have you supplied innovative products? Do you have a notable growth track for employees? These types of facts are important to share and highlight to entice prospective employees.
• Call to Action – You did not do all this work to have the prospect leave the description and “consider” the position later. Encourage them to apply immediately. This will help to add a bit of urgency. If you have any specific instructions that the applicant should follow, include them here; however, try to make the process as comprehensive as possible. A simple, “submit your resume to” or “apply here” can help to seal the deal.
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Writing Your Office and Administrative Support Workers Job Description: Do’s and Don’ts
Along with having the right elements in your job description, you want to make sure that your listing is optimized so that it can be attractive to the type of workers that you hope to gain. In creating your description, there are a few things that you should keep in mind:
• Do include keywords in your description that jobseekers commonly enter in their searches when looking for this type of position.
• Don’t use a vague description that does not detail the job you are offering, and don’t forget to provide the job’s location. This could detour very serious jobseekers.
• Do provide all special requirements in your description so that you do not waste your time or that of those viewing the post, and you may want to include salary information, if doing so does not violate company policy, so that candidates have a clear understanding of what to expect.
• Do provide a clear and concise description that paints a clear picture of the position, the proper candidate and the company along with submission guidelines that are easy to understand.
When you provide a proper job description, you make the process better for all parties. The right candidates can see themselves fulfilling the position, so they will apply, and you will receive a pool of viable applicants to choose from.
Writing a Job Description Best Practices
- The office and administrative support workers job description sample gives you an idea of how to formulate your company’s description, however, you should tailor it to the specific needs of your organization and the particularposition. In creating the customized listing you need, there are a few best practices that you should keep in mind.
- Do streamline the description by separating each section out and utilizing bullet points when possible. This helps to attract the eye to the different areas and keep the information from appearing lengthy.
- Do include any specific requirements or qualifications that a proper candidate must have. If there are any desired qualifications, list them as well.
- Don’t provide a vague description that could fit any industry. Include specific duties and expectations that are unique not only to your industry, but also to your company.
- Do note any continued education requirements, travel, mandatory conferences and any other regular events or affiliations that are required for the position outside of regular work duties and hours. This type of disclosure can help to eliminate jobseekers who are just interested in a job and not a career.
- Don’t divulge any information in the description that could be against company policy, such as salary information or offered benefits. However, if it is not against company policy, including such information could enhance the appeal of the position.
- Do not provide too much information. Give the prospect a clear picture of what the job entails, but do not run down every single duty that is expected to be performed. This can prove to be overwhelming for a prospect.
Having a proper description is key to attracting the type of candidate that you want. If you desire top-notch applicants, then it is in your best interest to create a well-developed, detailed and concise job description. By doing so you can begin to weed out ill-fitted candidates even before the interview process, streamlining your search for the best possible employee.