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WORKING IN ADMINISTRATION

What is it like working in Admin?

A secretary or administrative assistant handles routine bureaucratic and administrative tasks and carries out the basic tasks required for an efficient organisation. They typically use a computer and computer software to create spreadsheets, manage databases, organize files, prepare documents, schedule appointments, and support other employees. They can also prepare and create presentations and documents.

The specific work duties within administration will vary according to e...

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WORKING IN ADMINISTRATION

What is it like working in Admin?

A secretary or administrative assistant handles routine bureaucratic and administrative tasks and carries out the basic tasks required for an efficient organisation. They typically use a computer and computer software to create spreadsheets, manage databases, organize files, prepare documents, schedule appointments, and support other employees. They can also prepare and create presentations and documents.

The specific work duties within administration will vary according to experience, job title and field of expertise.  A managing secretary or administrative assistant can support the office manager of the organisation at a high administrative level. Secretarial and administrative assistants can also be employed in an office but also can work within warehouses, libraries, hospitals etc, there is almost no industry that doesn't require administrative assistants.

Some administrative roles are highly specialised, legal secretaries do work that requires knowledge of legal terminology and procedures. Under the supervision of a lawyer or bailiff, they prepare legal documents such as wills, contracts and other documents.  They help with legal research by reviewing citations and briefs from legal briefs and also by reviewing legal journals. They also examine legal journals, newspapers and other legal publications such as newspapers and magazines.

Similarly medical secretaries create reports and articles for doctors, write dictations, and must be familiar with patients "medical records and medical histories. They also record patient medical histories and process insurance payments and claims and payments.

Secretaries and administrative assistants really do cover almost every sector of the economy, including schools, governments, private companies, etc. School secretaries are often responsible for managing school operations such as scheduling, scheduling and scheduling of students, making appointments, registering students and welcoming visitors.

How to get a job in Administration

While some administration roles can be learned within weeks, some types of secretarial roles require additional training to learn the industry at large as well as the specifics and terminology of the industry. 

Both secretaries and administrative assistants learn their skills through short-term vocational training, which usually lasts a few weeks. During this time you will get to know administrative procedures, including the preparation of documents.  As a start, high school graduates can attend courses in word processing and office processes to obtain the right skills for an administration role.  Some temporary employment agencies also offer courses in admin and basic computer skills to help you into your first role. 

When communicating with executives, employees and customers, secretaries and administrative assistants write memos and emails. Therefore, you must maintain a professional tone, have good grammar and ensure accuracy. Secretaries and administrative assistants keep files, folders and schedules so that the office can work efficiently.

The training of medical and legal secretaries can take several months, as they learn the industry - specific terminology and practices - through courses at adult education centres and technical colleges.  Legal Secretaries also have multiple certification options, and Legal Secretaries International awards the Accredited Legal Professional certificate issued by the National Association of Legal Professionals , the world's largest professional association of legal secretaries. NALS also offers the Accreditation for Legal Assistants, which is considered an advanced certification for legal assistants. A legal assistant with at least two years of experience in an accredited training course can obtain approval as a legal professional (ALP) by conducting an audit process.  With additional training, many legal secretaries become like-minded legal assistants, and secretaries usually switch to other positions in the legal profession, such as legal advisors, legal assistants or legal secretaries. 

Unlike other roles, employers increasingly prefer to hire people without a college or bachelor's degree and work their way up the career ladder.  For example, managing secretaries usually require several years of professional experience and are usually promoted from having held other secretarial and administrative assistants positions. 

The International Association of Administrative Professionals offers Certified Administrative Professional (CAP) certification. Although this certification is not mandatory, it can prove your competence to employers. Candidates must take an examination, behave according to their level of education and undergo training in various skills.

Many secretaries and administrative staff are entrusted with handling sensitive information. For example, medical secretaries collect patient data that is legally required to remain confidential in order to protect patients' privacy.  Furthermore, secretaries and administrative assistants interact with customers and their staff, so you should communicate effectively. When dealing with others, you should be confident in creating a positive work environment and customer experience.

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