Administration Assistant

Complete with job descriptions, skill profiles and interview templates. Use this administration assistant hiring guide to help you make the right decisions, fast.


What does an administration assistant do?

The role of an administrative assistant might include a range of clerical tasks. From answering phones and greeting clients or customers, to managing correspondence and executive schedules, the core of the admin assistant role is to receive and distribute information within the organisation.

Day to day tasks of an Administration Assistant

  • Answering calls or emails and directing them to the right member of staff
  • Organizing and scheduling appointments or travel arrangements
  • Act as the point of contact for internal staff and external clients
  • Update and maintain office policies and procedures
  • Provide general support to office visitors

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An administration assistant is often the first point of contact for clients and visitors to your company. It’s important to hire the right person for this role to leave a great first impression of your business.
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Build the Ideal Candidate Profile

Once you understand the requirements for the role, you’ll need to understand the skills for success. You can then write an effective job description to promote your role.


Skills Assessment

Selecting the ideal candidate

See which applicants have the right skills for the role. Send all your applicants a Vervoe skills assessment from the expert library, or customise one for your organization. 

Skills Assessment


Interview Top Performers

Your skills assessment results will identify top performers. Focus your time on interviewing those that have met or exceeded your requirements. Assessment results will also help guide which skill areas to focus on in the interview. 

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Skills needed for an Administration Assistant

An administrative assistant juggles multiple priorities on a given day. It’s essential that a person in this role has well-developed organisational skills and has a high level of attention to detail. As a contact point for many different people inside and outside the organisation, this person needs good communication and collaboration skills.

How to write an Administration Assistant job description

Once you’ve determined the skills required for the role, you can write the job description to advertise for your administration assistant position. Here’s what to include in a administration assistant job description:

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Job Title: An overview of the role’s day-to-day activities, and how the position contributes to the organisation.

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Summary: What makes your company unique? What would it be like to work for you?

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Responsibilities: An overview of the role’s day-to-day activities, and how the position contributes to the organisation

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Requirements: Skills a candidate must have to perform the job successfully.

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Benefit: Details of compensation, benefits and any perks on offer.

For entry-level roles, you’re likely to receive a larger number of applications than you would for a senior position. Ensure you provide details about what it’s like to work for your company, and what your company values are so applicants know whether your company is the right fit for them.

Since there is a broad range of duties under the title of administration assistant, spend some time outlining exactly what’s expected in this section. This will help both you and the applicant save confusion down the line.

In building your candidate profile, you’ve already identified what skills are needed to be successful in the role. Here’s where to list your “must-have” skills and maybe a couple of “nice-to-have” skills. For example, an administration assistant must have a high level of attention-to-detail, but it might be nice to hire someone that has experience in managing office supply budgets and ordering.

Sample skill tests for an Administration Assistant

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Question 1
Question Type: Multiple Choice

You’ve been asked by a senior manager to prepare a mail merge letter to clients. Which of the following statements would be the best approach to the project …

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Question 2
Question Type: Text

You’ve been working in a temporary role for the last 9 months, supporting 3 managers . The original Administration Officer (who has been on maternity leave) has just returned to work and it’s a little awkward. The business has grown in last 9 months and you’ve have been recently appointed to a full-time role: to work along side her supporting the managers as a team. But since she’s been back she’s acting like she’s in charge, giving you all the menial tasks while she works closely with the managers. She’s not your boss and it feels like shes’ determined to make you look inferior. You’ve really enjoyed working in the role for the last 9 months and you don’t want to leave. How would you approach this situation?

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Question 3
Question Type: Video

Your boss has asked you to create a mail merge sales letters to customers. It’s all printed and ready to be placed in envelopes. Even though it was proofread thoroughly and checked by your supervisor, you have just noticed that one of the prices is wrong. Make a short video (2-3 minutes) of you telling your boss about the mistake.


How to interview an Administration Assistant

This interview guide is intended to be used in conjunction with the Vervoe skills assessment. Where a candidate has scored Low - Medium on a skill, focus on asking more questions from that skill to gain deeper insight into their level of competency.

Download our PDF interview guide to complete the hiring process. 

Recruitment trends 2021
Hiring Resources
Laura ross

25 Emerging Recruitment Trends in 2021

In 2020, disruptions caused by the COVID-19 pandemic forced the recruitment industry to adapt at a rapid pace to: High unemployment rates – the U.S.

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