What does an Administrative Officer do?
An Administrative Officer is responsible to provide administrative support to an
organization. Some duties include inventory management, organizing company
records, roster scheduling, budget and office reporting, invoicing and customer
service. A good Administrative Officer often has a strong understanding of
business management and industry knowledge to help the marketing and
business development of a company.
A successful Administrative Officer will act as the point of contact for all
employees, providing administrative support and managing their queries.
Main duties include managing office stock, preparing regular reports (e.g.
expenses and office budgets) and organizing company records.
Responsibilities
Manage office supplies stock and place orders
Prepare regular reports on expenses and office budgets
Maintain and update company databases
Organize a filing system for important and confidential company
documents
Answer queries by employees and clients
Update office policies as needed
Maintain a company calendar and schedule appointments
Book meeting rooms as required
Distribute and store correspondence (e.g. letters, emails and packages)
Prepare reports and presentations
6 HR Officer Interview Questions & Answers
1. What strategies would you employ to ensure the recruiting
process goes smoothly?
At first, I would analyze what strategies the organization already has in place
and determine how successful they have been in the past. Then, based on
this success, I would incorporate these strategies with a new plan that
capitalizes on targeting the right job market. For example, if the organization
has been recruiting strictly out of college campuses, I would continue to use
this process, but enhance it by using tools that college-aged employees
would be attracted to, such as social media.
2. As an HR officer, why do you think counselling staff on personal
or work problems is so important?
In any workplace it is important to create an atmosphere that lends itself to
productivity, creativity, and safety. Otherwise the business or organization
will suffer. I believe that the counselling aspect of being an HR officer helps
contribute to the business’s success by helping employees overcome work-
related and personal challenges that might hinder them from performing to
their fullest potential.
3. There may be situations where an employee becomes hostile or
extremely negative. How do you plan on managing situations like
these?
With any situation, diplomacy is key. As a member of the HR department I
think that my role is to contribute to a beneficial working environment, and
getting involved in sensitive situations can end up in disaster. That being
said, I am familiar with tactics that can help employees look at the bigger
picture and help them understand why they are either in the right or the
wrong when a situation arises. This ultimately creates harmony in the
workplace while allowing the HR department to devise acceptable solutions
for dealing with the situation.
4. How do you plan on identifying opportunities for additional
training and employee development?
This is one of the biggest obstacles HR departments face today because they
are often removed from many activities that occur in the workplace.
However, I do not believe this should be used as an excuse to forgo the
need for continual training and development. If given this position, I would
consistently meet with department heads and supervisors to figure out the
needs of their particular departments. Then I would reach out to employees
using appropriate methods of communication to identify which areas they
feel like they could use more training on.
5. In this line of work, you need to be highly familiar with
workplace hiring and termination policies. How have you done this
in your previous positions?
Although there isn’t much spare time in the education service industry, I
would use any extra time or downtime I have in my workday to really nail
down these policies so that I could eventually apply them. I believe that my
dedication to understanding these policies will be highly beneficial, as I
encountered hiring and termination situations that were open for
interpretation during the course of my employment in other organization.
6. What do you do to stay up-to-date on new trends and
advancements in the HR field?
I believe that networking and meeting other professionals in this industry is
an important part of remaining current. I will also subscribe to several
magazines and journals to discover what other organizations are doing to
streamline their HR department and make it a valuable resource for
employees and supervisors.
How has your previous job experience prepared you for the position
of an administrative officer?
Preferably, you will want to hire an administrative officer who has had
previous experience in organization, communication and basic office
management skills. However, this question can be applied to those with and
without experience in the administrative field. You will be able to determine
the candidate's understanding of the position as well as how their past
experience has laid the groundwork for them to succeed as an administrative
officer.
What to look for in an answer:
A basic understanding of the duties of an administrative officer
Experience in a related field
Demonstration that the candidate can succeed
Example: "As an office manager, I was responsible for many administrative
tasks, including organizing company files, submitting reports and helping
company employees with various needs."
As an administrative officer, you will be responsible for preparing
and submitting business documents. What is your preferred
software for creating dynamic reports?
You need a candidate who is capable with many types of computer
software. If your office has a preferred software, it should have been
included in the job description. A good applicant will have done their research
and should be proficient in the software that you use. If not, they should
demonstrate an ability to quickly learn your system and an openness to
conforming to the company's standards.
What to look for in an answer:
A familiarity with your office software
Willingness to learn your software systems
Previous experience creating reports
Example: "I'm most familiar with QuickBooks. However, I see you're looking
for a candidate proficient in Excel. I can create reports with that software
too."
How would you handle an employee or colleague in the office with
whom you do not get along?
The aim of this question is to ascertain the candidate's interpersonal
skills and their ability to handle conflict, especially in the office. Tension in
the office resulting from interpersonal conflict affects more than just those
involved. It can affect everyone in the office and even extend company wide.
You should seek a candidate who is proactive in resolving conflict and desires
to put the organization's needs first.
What to look for in an answer:
Demonstrates a sense of humility
Ability to address conflict with the goal of making peace
General sense of social grace
Example: "I rarely have personality conflicts with colleagues. When I do, I
resolve them as quickly as possible to promote a peaceful work
environment."
Why did you apply for a position as an administrative officer at our
company?
Every corporate entity has a unique brand or status. Also, each
candidate has applied to your company for personal reasons. This question
can help you ascertain if the applicant is just looking for a job or if they want
to become a dedicated part of your organization. It answers this question:
Is the candidate a mutual fit for your company?
What to look for in an answer:
A sense of loyalty to your organization
Interest in the duties of an administrative officer
A view to a long-term position
Example: "I have a friend who highly recommended your organization. I'm
excited about working as an administrative officer, so it seemed like a perfect
opportunity."
What does a typical work day look like at your current or most
recent administrative position?
There are many work styles and methodologies for accomplishing daily
tasks at the office. You want an administrative officer who is dependable,
trustworthy, efficient, flexible, discreet, self-motivated and able to multitask.
It can be difficult to ascertain these qualities in an interview. This question
will give you the insight into the candidate's work style from their own
perspective. Look for a candidate who takes initiative for their daily tasks.
What to look for in an answer:
The desire to take initiative in the workplace
Dependability to follow through with daily tasks
Pays attention to time management
Example: "I always arrive at the office early and prioritize my list of daily
tasks. I work through the list, adding new assignments as needed.
Great Qualities Every Administrative Assistant Needs
1. Communication Skills
Communication, interpersonal relationship and listening skills are possibly the top desired
qualities every company looks for in an administrative assistant. One reason for this is
that the administrative assistant will likely be the first point of contact for clients or
customers. In order to take unnecessary pressure off of the management team, the
assistant will answer and screen phone calls, greet visitors and assist clients with their
questions or concerns so that upper-level executives can run the business without being
disturbed. However, this is no easy task, as many clients that are reaching out to an
organization are upset, confused or otherwise unhappy, so the assistant must be able to
listen, understand and react appropriately. On top of this, administrative assistants must
be able to accurately relay messages and information, so outstanding communication
skills are crucial for success.
2. Organizational Skills
If a company needs an administrative assistant, it’s likely because the business is fast-
paced and very busy. The assistant is brought in to help alleviate some of the stress that
comes with day-to-day operations, but that can be tricky when there is countless amount
of responsibilities to take care of. Another very important quality of a highly effective
administrative assistant is organizational skills. If the assistant does not know how to
prioritize and keep track of everything that needs to be done, something might slip
through the cracks, causing a more severe situation down the road. Whether it’s
organizing files or booking meetings, a great administrative assistant will be able to
handle it all with no exceptions.
3. Time Management Skills
Right up there with organizational skills, time management is crucial for administrative
assistants. Although there may not be enough time in the day to get through everything
that needs to be done, your job as an assistant is to make it happen. Prioritization and
the ability to work through distractions help keep you focused, and you know when it’s
time to move from one task to the next. These are things that every company needs in
an assistant in order for the organization to operate smoothly. Additionally, it is very
important that administrative assistants are conscientious of business hours and are
always punctual to work, meetings and other scheduled functions. Even a few minutes
here and there can cause confusion and disorder.
4. Dependability and Reliability
Because of the amount of responsibility placed on most administrative assistants, an
important quality employer looks for is level of dependability and reliability.
Responsibilities and work hours are not always cut and dry for those in a busy office.
Employers want to know that their assistants are willing to go above and beyond when
urgent situations arise without any complaints or hesitation. Additionally, administrative
assistants must be reliable when it comes to day-to-day work. Managers must be able to
trust things are getting done correctly without having to micromanage.
5. Confidentiality
Administrative assistants are right in the middle of all conversations, business deals and
other communication floating around the office. However, being privy to an abundance
of information, confidential or meaningless, comes with great responsibility. A great
assistant knows not to disclose information regarding client or business matters, and
employers will also look for someone that stays out of personal gossip with others in the
office.
6. Customer or Client Service Orientation
Customer service orientation is a desirable quality in nearly every profession. However,
for administrative assistants, this is especially important because they deal with both
internal and external clients on a daily basis. No matter how skilled an assistant is in every
other area, if he or she is not personally invested in helping others and guaranteeing
satisfaction, the company will not benefit. An administrative assistant must know how to
work with clients, find out what they need and want and deliver it with ease. A positive
experience with the assistant will reflect positively on the business overall.
NEW WORDS
Pedagogy – the method and practice of teaching, especially as an academic subject or
theoretical concept
Diplomacy – Art of dealing with people in a sensitive and effective way
