Administrative Skills

Definition: Administrative skills are those skills that enable you to perform your job duties with efficacy and efficiency. If you wish to become an excellent manager or an effective leader, you’ll need to develop administrative skills. These are the mental skills we use every day to perform routine tasks to lead effectively. They are not gifts or properties of some mysterious nature. 

Administrative skills are available to everyone. They don’t have to be related to a specific field or specialized education. Every person can learn how to manage an office, write budgets, handle personnel issues, keep track of accounts, and more.

Administrative assistants are necessary for the smooth operation of any organization. Employers generally look for potential candidates to have certain proven skills.

Examples of administrative skills

Each company has its own specific set of skills that it looks for in a potential employee. Some of the more popular administrative skills include

1. Organization

An administrative professional (AP) is someone who maintains systems and operates offices. This can include keeping records, maintaining information, and even running automated systems.

Even though an AP might handle the paperwork and make sure emails are being delivered, they are also trying to stay ahead in business strategy. The goal of an AP is to develop a positive working relationship with management, so they want to work with you again in the future.

2. Communication

One of the most fundamental administrative skills is the ability to communicate effectively. To be effective in your job, you need to communicate effectively with others, explain complex concepts and procedures to others, and manage money and time efficiently.

Good communication improves relationships with customers, clients, suppliers, and peers and can help you gain the trust and respect of everyone around you.

This improves productivity as well as customer satisfaction when working with any company worldwide. Remember that communication is not just related to formal communication but also consists of informal, unspoken communication.

3. Teamwork

The best way to build a good team is to have people who understand each other’s skills and abilities. This means that when someone asks for help or advice, everyone on the team knows the answer.

This can make it convenient for teams to bounce ideas off each other, keeping everyone motivated. It also means that it can’t be derailed once an idea is started and everyone stays on track. Empathy, humility, and communication are the three main skills associated with effective teamwork.

4. Time Management

Time management involves controlling the weekly and monthly schedules necessary for success. Managing time, keeping track of tasks for various projects, and planning for the future is essential under administrative skills.

It’s all about knowing when to delegate tasks and when to follow through on plans. That means working with others piece by piece, without worrying that some crucial piece won’t get done until later.

5. Multitasking

Multitasking is an essential skill any administrator should have. Administrative skills are valuable to most jobs in an office or setup, whether in a corporate or home office setting.

The ability to juggle tasks efficiently and effectively is necessary to perform many different tasks daily. It is often reflected in well-roundedness and having a good memory for numbers and patterns. These days most jobs require multiple skills, but they usually fall into two categories. Administrative skills are those needed to run a business efficiently.

These include things like bookkeeping, payroll, and financial reporting. Management skills are more relevant to today’s job market because businesses are hiring for specific knowledge, such as running a company or setting salary expectations.

6. Technology skills

Technology can be applied in several different ways in an organization. An administrative assistant may use technology to perform accounting duties in the company’s database. Another application would be for helping out employees by scheduling them for work using a personal computer rather than employing a desktop computer in the office.

While office workers might be more familiar with the internet, and administrative assistants would know how to use Word and Excel for their job duties.

Common Technology skills include-
Microsoft Office
Database Management
Basic Computer OS
Email communication

7. Customer service skills

Customer service is probably one of the most important skills an individual can have, and it’s essential to know how to do it. To be successful in any job, it is vital to communicate with clients and customers to set them up for success. Customer service professionals may operate phones, go over budgets with clients, schedule appointments, take calls from guests, and handle other tasks required to run a successful business.

These professionals predominantly work in industries where there is a need for quick, quality responses. They need to have good grammar, have good spelling, and be organized. Many customer service jobs will require them to greet clients and answer questions as quickly as possible.

Other skills include

  • Customer Service
  • Responsibility
  • Flexible
  • Goal-oriented
  • Critical thinking

Why are administrative skills important?

Administrative skills are important because they keep every business running efficiently. From individual contributors to senior management, the importance of skills in this area is invaluable. With detailed and complete knowledge of the industry and a keen eye for detail, administrative professionals can provide efficient day-to-day service tailored to your needs.

Administrative skills help support and maintain the day-to-day operations of an organization or office environment. They involve organizational, communication, and time management abilities needed to bring about efficiency.

How to improve administrative skills?

Develop your leadership skills by gaining a stronger work ethic, completing tasks punctually and in quality, and working well with others.

1. Set personal career goals

Setting goals for yourself to improve your skills in administrative tasks is a great way to grow. By prioritizing which areas you want to improve first and establishing a timeline, you can measure your progress and continue to develop. The most critical thing to remember when setting goals is that they need to be realistic. Setting goals for each skill and tracking your progress can help you develop personally and professionally.

2. Get organized

An organized workspace will contribute to your professionalism and success by helping you manage your time and tasks efficiently. By remaining organized, you can help others feel confident in requesting information from you about a particular project or issue. You are responsible for being organized, promptly bringing the information to people who need it, and managing your time well.

3. Mimic other strong administration skills

Suppose you have an experienced colleague who employs specific techniques that help them effectively; attempt to replicate these in your work. For instance, when you observe an effective note-taker, study their work and implement the style and tricks they use.