Secretary/administrator job profile | 杨贵妃传媒.ac.uk

Working as a secretary or administrator you're in a position of responsibility, and will need to stay organised and focused

Secretaries and administrators provide essential clerical and administrative support to individuals, teams or departments across a wide range of sectors. You'll be involved with the coordination and implementation of office procedures, managing day-to-day tasks and often taking charge of specific projects or areas of work. In some cases, you may also supervise junior staff.

The role varies greatly depending on the sector you work in, the size and type of employer, and your level of responsibility. Most roles require strong written and verbal communication, excellent IT and word processing skills, and the ability to manage multiple tasks at once. Good organisational and time management skills are essential, along with the ability to work well under pressure and to deadlines.

In some sectors, such as legal secretarial work, specialist knowledge or qualifications may be required.

This role can often overlap with the role of a personal assistant.

Responsibilities

As a secretary/administrator, you'll need to:

use word processing and office software packages such as Microsoft 365 (including Word, Excel, PowerPoint and Outlook)
audio and copy type documents and correspondence, including letters, reports and presentations
handle telephone and email enquiries professionally, often acting as a first point of contact
photocopy, scan and print documents for internal and external use
organise and store both paper-based and digital documents in line with data protection legislation
create, update and maintain filing and other office systems
sort and distribute incoming post and organise and send outgoing post (this may involve the use of a franking machine)
input and update data on databases or other CRM systems
manage diaries and arrange appointments
book meeting rooms and conference facilities
schedule and attend meetings (both in-person and online), prepare agendas, and take and distribute minutes
prepare meeting agendas, take accurate minutes and distribute them as needed
liaise with colleagues across departments and communicate with external stakeholders or clients
order and maintain office supplies and equipment
provide refreshments for clients and visitors
organise travel and accommodation for staff and visitors.

Depending on the sector and company, you may also be required to:

create and format reports, presentations and marketing materials
assist in research, such as gathering insights, market data and background materials, to help with business planning
record, track and analyse data and help compile data for reports, audits or analysis
assist with budget monitoring, invoicing and expense tracking
help to recruit, train and supervise junior administrative staff and delegate tasks as required
arrange in-house and external events
provide project support for a range of internal or external projects.

Salary

Starting salaries for secretarial assistants can be low and are sometimes around the National Minimum Wage or Real Living Wage.
Experienced secretaries typically earn in the region of 拢22,000 to 拢40,000.
Jobs in the media, not-for-profit sectors and small organisations are at the lower end of the pay scale. Employment in banking, finance, property and law firms tend to be at the upper end.

Salaries vary depending on your location, the sector you work in, the type and size of employer, and your level of responsibility.

Annual and performance-related bonuses exist in some sectors.

Income figures are intended as a guide only.

Working hours

You'll typically work around 35 to 40 hours a week, Monday to Friday, usually between 8am and 6pm. Some organisations offer flexitime, hybrid working or other forms of flexible arrangements.

Part-time, temporary and interim roles are widely available. Career breaks are possible, particularly if your core skills - especially in IT and administrative systems - are kept up to date.

What to expect

The role is almost entirely office-based, involving desk work and computer use, with minimal travel unless supporting off-site meetings or senior staff.
Jobs are available across the UK, particularly in towns and cities where larger organisations, public sector bodies and corporate offices are based. There may also be opportunities in more rural areas, especially with opportunities for hybrid working.
Men are currently underrepresented, with most secretarial jobs held by women.
The nature of the role is to support colleagues and projects rather than to take the lead on projects yourself, which may become frustrating. You'll often work to tight deadlines and shifting priorities, which can be fast-paced and occasionally challenging but also varied and rewarding.
A smart or business-casual dress code may be expected, especially in client-facing or corporate environments.

Qualifications

The qualifications required to work as a secretary or administrator vary depending on the employer, sector and level of responsibility. However, you'll typically need, as a minimum, GCSEs (grade 4 to 9 or equivalent) in English and maths. Strong word processing and IT skills, particularly in Microsoft 365, are crucial across all roles.

For roles with more responsibility, the following degree and HND subjects may increase your chances:

business administration
business or business management
business with languages
IT
law.

Colleges offer full and part-time courses, available at different levels, in secretarial skills, administration and business administration. Courses in specific areas such as legal or medical secretarial work are also available.

Other training providers include:

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online platforms such as , and

Before enrolling on a course, check it meets your career and learning aims.

It's also possible to complete a Level 3 Business Administrator apprenticeship, combining paid work with study.

Work experience and strong organisational, communication and time-management skills are often as important as formal qualifications.

Skills

You'll need to have:

excellent organisational skills and the ability to plan your workload and meet deadlines
strong written and verbal communication skills
accuracy and attention to detail
the ability to work under pressure, manage competing demands and prioritise tasks
typing and IT skills, particularly Microsoft 365 (Word, Outlook, Excel, etc.)
a professional and confident telephone manner
customer service skills as you will often be the first point of contact for enquiries
tact, discretion and respect for confidentiality
problem-solving skills
a flexible and proactive approach to work
the ability to work well as part of a team and independently
reliability, honesty and a strong sense of responsibility.

Foreign language skills may be useful for some roles.

Work experience

Relevant experience is often more highly valued than secretarial qualifications, although excellent IT and typing skills will always be an essential requirement.

It's common to find work through recruitment agencies, particularly those specialising in office support roles, or by applying directly to organisations of interest. Temporary work may lead to permanent positions and will also provide an opportunity to try different types of secretarial or administrative work.

You could also undertake voluntary work in an office role with a charity to get some relevant experience. It's a good way of developing your IT and office skills. You can search for voluntary opportunities via .

Find out more about the different kinds of work experience and internships that are available.

Employers

As secretarial and administrative work is so diverse, employment can be found in virtually all sectors. Typical employers include:

academic institutions, including schools, colleges and universities
charities
creative industries, such as advertising or publishing
hospitals and general medical practices
legal firms and financial services
local and national government
management and strategic consulting firms
marketing and communications companies
private companies in areas such as construction and engineering
property companies
retail and leisure companies.

The nature and variety of the work you undertake will vary according to the size and type of organisation. Large organisations may provide more routine work but could offer more scope for promotion and experience in other departments.

Some small businesses may expect you to perform a very traditional secretarial function, but others could give you extra responsibility if they only have a small number of staff.

Although there are many opportunities in this area of work, some sectors and employers may attract more competition.

Look for job vacancies at:

- for jobs in higher education.
and
- for roles in schools.

Many recruitment agencies advertise secretarial and administrative positions. Some, such as , specialise in this area of work.

Professional development

Initial training usually covers company policies, procedures and systems. Once in post, you may have access to on-the-job training, in-house courses or funded external qualifications. Depending on the training available, you may wish to undertake additional continuing professional development (CPD) independently, to increase your skills and career prospects.

Relevant qualifications and training areas include:

business and administration
IT and digital skills (including Microsoft Excel, Outlook, PowerPoint and data management tools)
audio transcription and typing
minute taking, report writing and communication skills
the effective use of AI
project or office management (for progression into more senior roles).

Joining a professional body relevant to your area of work can also support your professional growth and provide access to training, events and networking opportunities. Membership bodies include:

- Association of Executive and Administrative Professionals
- Association of Medical Secretaries, Practice Managers, Administrators and Receptionists鈥�(AMSPAR)
- Institute of Administrative Management
- The Institute of Legal Secretaries and PAs.

Career prospects

You can develop your career in several ways. For example, you may wish to specialise in a particular area of secretarial work, such as education, legal, medical or bilingual (if you have language skills).

With experience, you could progress into more senior administrative roles, such as office manager, team secretary or administration supervisor, coordinating the work of others within a department or organisation. These roles may include additional responsibilities such as budgeting, resource planning or staff training.

Alternatively, you could use your skills and experience to move into a personal assistant or executive assistant role, providing high-level administrative support to a senior manager or company director.

In larger organisations, there may be clear progression routes. However, in smaller settings, you may need to change employers to advance.

With additional training or qualifications, there's also potential to move into related areas of work, including:

facilities or operations management
finance or accounts administration
governance and compliance
human resources (HR)
marketing or internal communications.
procurement and purchasing.

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