Admin Assistant Job Description
Provide reliable clerical and organisational support to keep the office running smoothly. This role suits a practical, organised person who can prioritise tasks, communicate clearly and maintain accurate records across the team.
What does a Admin Assistant professional do?
Delivers day-to-day office support — paperwork, scheduling, records and first‑line enquiries — so colleagues can focus on core work.
Admin Assistant job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Admin Assistant
About the role
We are hiring an Admin Assistant to join [Company name] in [location]. You will manage general office administration including handling correspondence, maintaining records, arranging meetings and providing first‑line support to colleagues and visitors. This is a [full-time/part-time], [permanent/temporary] role with hours of [hours/days]; training and ongoing support will be provided.
Key responsibilities
- Answer and direct telephone calls, emails and post; respond to routine enquiries or pass to the correct person.
- Manage diaries and schedule meetings, including room bookings and basic catering where needed.
- Prepare, proofread and format documents, spreadsheets and presentations.
- Maintain accurate electronic and paper filing systems; ensure timely record updates.
- Process invoices and basic purchase requests, and assist with petty cash or expense claims as required.
- Greet visitors and manage reception duties, ensuring a professional front‑of‑house presence.
- Coordinate small projects or events, liaising with internal teams and external suppliers.
- Support onboarding for new starters with documentation, IT requests and inductions.
Essential skills and experience
- Strong organisational and time‑management skills with an eye for detail.
- Clear written and verbal communication skills.
- Proficiency with common office software (word processing, spreadsheets, email and calendars).
- Comfortable handling confidential information responsibly.
- Prior experience in an administrative, customer service or clerical role (can include internships or short‑term roles).
- Right to work in the UK.
Desirable
- Experience with CRM or finance systems (e.g. basic purchase/invoice processing).
- Minute‑taking or experience supporting meetings.
- Basic typing speed (e.g. 40+ wpm) and data‑entry accuracy.
- Customer‑facing experience or reception duties.
- A level 2/GCSEs in English and Maths or equivalent.
- Willingness to take on occasional ad hoc tasks outside regular duties.
What we offer
- Competitive salary (insert range)
- Generous annual leave allowance (insert details)
- Pension scheme or workplace pension contributions
- Flexible working / hybrid working options (if applicable)
- Training and professional development support
- Season ticket loan or travel allowance (where offered)
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is an Admin Assistant role?
An Admin Assistant provides essential clerical and organisational support across an office or small team. Typical duties include handling correspondence, maintaining records, scheduling meetings and assisting colleagues with routine tasks. Admin Assistants enable business continuity by keeping information organised, dealing with first‑line enquiries and supporting the smooth running of daily operations. The role suits someone organised, reliable and comfortable with a mix of desk‑based and people‑facing tasks.
Typical hours
Often full‑time daytime hours; part‑time and flexible patterns are common depending on employer needs.
Work setting
Commonly office‑based but may include hybrid options or roles in schools, charities and small businesses.
Career path
Can progress to team lead, senior administrator, office manager or specialised support roles such as HR or finance assistance.
Key tools
Regular use of email, office productivity software, digital filing systems and basic finance or CRM tools.
Typical Admin Assistant responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Answer
Answer and direct telephone calls, emails and post; respond to routine enquiries or pass to the correct person.
Manage diaries
Manage diaries and schedule meetings, including room bookings and basic catering where needed.
Prepare
Prepare, proofread and format documents, spreadsheets and presentations.
Maintain accurate electronic
Maintain accurate electronic and paper filing systems; ensure timely record updates.
Process invoices
Process invoices and basic purchase requests, and assist with petty cash or expense claims as required.
Greet visitors
Greet visitors and manage reception duties, ensuring a professional front‑of‑house presence.
Coordinate small projects or events
Coordinate small projects or events, liaising with internal teams and external suppliers.
Support onboarding for new starters
Support onboarding for new starters with documentation, IT requests and inductions.
Admin Assistant skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Strong organisational and time‑management skills with an eye for detail.
- Clear written and verbal communication skills.
- Proficiency with common office software (word processing, spreadsheets, email and calendars).
- Comfortable handling confidential information responsibly.
- Prior experience in an administrative, customer service or clerical role (can include internships or short‑term roles).
- Right to work in the UK.
Useful where relevant
- Experience with CRM or finance systems (e.g. basic purchase/invoice processing).
- Minute‑taking or experience supporting meetings.
- Basic typing speed (e.g. 40+ wpm) and data‑entry accuracy.
- Customer‑facing experience or reception duties.
- A level 2/GCSEs in English and Maths or equivalent.
- Willingness to take on occasional ad hoc tasks outside regular duties.
See our guide to what to include in a job advert before publishing.
How to write a Admin Assistant job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Lead with the essentials
Put the most important duties and working pattern (hours, part‑time/full‑time, hybrid) near the top so applicants can quickly assess fit.
Be specific about software
Name the main systems or types of software candidates will use (e.g. Microsoft Office, a CRM or finance package) to attract applicants with relevant experience.
Clarify who they’ll support
State the team size or reporting line (e.g. ‘supporting a 5‑person sales team’ or ‘reports to Office Manager’) so candidates understand scope.
Set realistic requirements
Differentiate essential skills from desirable ones; avoid over‑listing qualifications that rule out capable candidates with practical experience.
Mention training and development
If you provide induction or on‑the‑job training, note this to widen your candidate pool to those new to the sector.
Admin Assistant salary considerations
Admin Assistant pay varies widely. Employers should set pay based on the role’s responsibilities, required experience and the local labour market rather than a single national figure. Consider sector, seniority, working pattern and any out‑of‑hours or on‑call requirements when determining a salary band.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Admin Assistant candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
What are the working hours and flexibility?
Candidates want clarity on start/finish times, part‑time options, core hours and whether hybrid or flexible working is available.
Where will I be based and is hybrid working allowed?
Applicants need to know the primary workplace, travel expectations and any remote‑working arrangements.
Who will I report to and how big is the team?
Understanding reporting lines and team size helps candidates gauge responsibility and day‑to‑day interactions.
Is training provided and are there development opportunities?
Detail induction, on‑the‑job training and progression routes to attract candidates seeking skill growth.
Will I handle confidential information or finance tasks?
Applicants want to know if the role covers sensitive records, payroll assistance or invoice processing, which may require discretion.
What is the intended start date and notice period?
Candidates need to match availability and understand any minimum notice or probation periods expected by the employer.
Where to post a Admin Assistant job
Admin Assistant vacancies suit broad distribution: national and regional job boards reach diverse applicants while sector‑specific boards (education, healthcare, charity) attract candidates with relevant context. Also consider local community boards, college noticeboards and professional networks for entry‑level hires or last‑mile hires for on‑site roles. Use a mix of channels to balance reach with sector relevance and to fill temporary or specialist hours more quickly.
Related office & administration job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Admin Assistant job description FAQs
How long should the recruitment process take for an Admin Assistant?
Typically 2–6 weeks from advert to offer, depending on notice periods, number of interview stages and whether reference or DBS checks are required.
Do Admin Assistant roles usually need formal qualifications?
Many roles prioritise practical experience and skills over formal qualifications. GCSEs or equivalents can be desirable, but relevant admin experience and software proficiency are often more important.
Should I require a DBS check?
Only request a DBS check if the role involves regulated activity with vulnerable people (children, adults). For general office roles this is usually not necessary.
What interview tasks are useful to test candidates?
Short practical tasks such as drafting an email, basic spreadsheet exercises, diary‑planning scenarios or a data‑entry accuracy test help assess suitability.
How long is a reasonable probation period?
Three months is typical for entry‑level admin roles; six months may be used for roles with wider responsibilities. Use the probation to confirm performance and fit.
What notice period is customary?
One month is common for junior administrative roles, but notice periods can vary; specify your expectation in the contract to avoid misunderstandings.
Ready to create your advert?
Use the above details to build a clear vacancy that sets candidate expectations. Insert your organisation’s specifics for location, hours, salary band and application steps, then publish across the channels that best match the role’s sector and working pattern.
