Tasks (Duties) of Administrators

Understanding the Role of Administrator

Administrators coordinate and manage organisational resources efficiently and effectively.
They ensure smooth execution of administrative duties, including answering phone calls, booking appointments, and sorting mail.
Administrators may be assigned specific responsibilities based on the nature of the organisation.

Handling incoming and outgoing communication: This can include sorting mail and responding to emails.
Meeting coordination: This involves scheduling and preparing for meetings, including booking venues and sending out invites to participants.
Managing databases and filing systems: Administrators often store, process, and manage data.
Providing customer service: They may also be responsible for dealing with customer enquiries and complaints.
Administrators often take on the role of liaison between different departments within an organisation.

Financial Management: In some cases, administrators may be responsible for bookkeeping, budgeting, and other financial matters.
Human Resources Management: This can include drafting policies, managing recruitment, and handling employee records.
Procurement and Inventory Management: They may also manage the acquisition of supplies, oversee storage and distribution, and maintain inventory records.
Facilities Management: In some roles, administrators may oversee maintenance and cleaning operations, manage building security, and ensuring the office environment complies with health and safety regulations.

Administrators need excellent organisational skills to manage tasks effectively and efficiently.
Interpersonal skills are essential for dealing with employees, customers, and suppliers.
Strong communication skills are needed for written correspondence, telephone dealings, and face-to-face interactions.
Problem-solving skills are beneficial when addressing unexpected issues or conflicts.

IT literacy is important for modern administrators due to increasing reliance on computer systems and software.
Familiarity with Microsoft Office suite (Word, Excel, Outlook, etc.) is typically expected.
Database management often involves the use of specific software systems.
Email and online communication tools have become standard in most professional settings.