Organisation, scheduling, paperwork and dependable everyday office routines.
Open a resource to read, save or print it using the options provided.
Administration keeps everyday workplace activity organised, accurate and moving. An administrator may handle communication, records, diaries, meetings, documents, data and routine enquiries while making sure information reaches the correct people at the correct time. The exact duties vary between organisations, but accuracy, confidentiality, organisation and professional communication are central to most administrative roles.
PDF · 1 pageAdministrators often manage several tasks at the same time, with different deadlines, dependencies and levels of urgency. A reliable workload system should show what needs doing, when it is due, who is waiting for it and whether another person must provide information or approval before the task can be completed.
PDF · 1 pageTelephone calls are often a customer's, supplier's or colleague's first direct contact with an organisation, so administrators need to listen carefully, communicate clearly and record information accurately. The aim is to help the caller reach the correct person or next step without giving information that you are not authorised to disclose.
PDF · 1 pageEmail is a written workplace record as well as a communication tool, so administrators need to manage messages accurately, professionally and securely. A good email should make the purpose, required action and relevant deadline clear while being sent only to the people who genuinely need the information.
PDF · 1 pageDiary management involves more than placing appointments into empty spaces. An administrator needs to check availability, purpose, duration, location, preparation requirements and competing commitments so that the calendar remains realistic and useful.
PDF · 1 pageMeeting administration begins before anybody enters the room or joins the call. The administrator may need to coordinate attendees, invitations, agendas, rooms, online links, papers, equipment and practical arrangements so the meeting can begin with the correct people and information ready.
PDF · 1 pageMeeting minutes are a structured record of what was decided, agreed and assigned during a meeting. They are not usually a word-for-word transcript, so the administrator needs to listen for decisions, actions, owners, deadlines and significant points while keeping the wording neutral and accurate.
PDF · 1 pageGood filing and document control make workplace information easy to find while reducing duplicate, outdated and incorrectly stored files. The administrator should follow the organisation's approved folder structure, naming rules, access controls and retention procedures rather than creating a separate personal filing system that other authorised staff cannot understand
PDF · 1 pageAdministrators often handle personal data, staff records, customer information and confidential business material. UK data protection law, including the UK GDPR and Data Protection Act 2018, sits alongside organisational policies and procedures, so administrators should only access, use, share and retain information for authorised workplace purposes.
PDF · 1 pageAdministrators often deal with customers, visitors, suppliers and colleagues before an enquiry reaches another department. Good customer service means listening carefully, giving accurate information, setting realistic expectations and making sure the enquiry reaches the correct next step without promising something outside your authority
PDF · 1 pageProofreading is more than running a spelling checker. Administrative documents can contain correct spelling but still have the wrong name, date, figure, attachment, version or recipient, so final checking should cover both the wording and the factual details before the document is issued.
PDF · 1 pageAdministrators often use shared office equipment and manage routine practical tasks such as printing, scanning, photocopying, postage and stationery. The aim is to use equipment safely, protect confidential information and deal with faults or shortages through the correct workplace process rather than leaving problems for the next person.
PDF · 1 pageAdministrators can support routine purchasing and finance processes by checking documents, recording information and making sure approvals are obtained before transactions move to the next stage. The exact authority to order goods, approve invoices or authorise expenses depends on the organisation, so administrators should never approve expenditure outside their delegated responsibility.
PDF · 1 pageUsing initiative in administration means dealing sensibly with routine problems within the limits of your role, rather than either ignoring the issue or making decisions you are not authorised to make. Good problem solving starts with checking the facts, understanding the effect of the problem and choosing the safest appropriate next action
PDF · 1 pageThese exercises combine the core administration skills covered throughout the guide. Use fictional, non-sensitive or approved workplace information while practising, and concentrate on accuracy, organisation and following the correct process rather than simply completing each task quickly
PDF · 1 pageThis final page brings together the core administration skills covered throughout the guide. Strong administration depends on accurate information, reliable follow-up, sensible prioritisation, professional communication and knowing when a matter can be handled routinely or needs to be escalated.
PDF · 1 page