One of the biggest mistakes any employer can make is ignoring the role of administrative work in achieving company success. Often accomplished behind the scenes, these types of tasks and responsibilities can make or break your daily operations.
Though there is a wide variety of administrative jobs available, these workers typically provide support for a company. Some roles involve working in office management while others focus on speaking with clients. Regardless of the nature of the job, it’s clear that administrative professionals require a particular set of skills and experience.
To help employers and hiring managers like you find the right people, we at Corporate Job Bank compiled a comprehensive list of what experience you need to look for when hiring an administrative worker.
What Is Administrative Experience?
People who have worked in administrative roles gain a specific set of skills and experiences. It usually involves the ability to effectively manage schedules, organize files, and handle important data. Moreover, it includes skills like multitasking and communicative capabilities.
Administrative assistants and other similar roles don’t have a universal work setting. Their environment is highly dependent on the industry they support. For example, some administrative professionals work in corporate offices while others work in healthcare facilities.
Regardless of this, administrative experiences are largely similar. Even if a professional’s last position was in an educational institution, the skills he or she developed will still be useful in a government agency setting.
Read More: Administrative Assistant Interview Questions to Ask
What Should You Look For?
As an employer tasked to fill administrative positions, it’s important to have a clear idea of who you want to hire. Posting general job openings can be as unproductive as going into a scheduled interview unprepared. Every step of the hiring process should help you differentiate between those with administrative skills and those without.
So, what exactly should you look for? The following are three things you should learn about your candidates to determine their level of experience and expertise.
1. Educational Attainment
As with most positions, administrative employees should ideally have at least a two-year degree. It’s not always necessary for them to have an undergraduate degree or higher levels of educational attainment. However, a candidate with a bachelor’s degree in law or business is more likely to stand out compared to other applicants.
Some companies don’t require administrative employees to be degree holders. However, it’s often better to have candidates with some sort of educational training. Consider that in some cases, skills-based hiring can be more effective.
2. Work Experience
Similar to education, employers typically require candidates to have a certain degree of experience. A general rule of thumb is for employees to have at least two years of experience working in an office setting. This experience indicates that a candidate is familiar with common administrative tasks and tools. It will be easier for them to adjust quickly to their positions.
If a candidate has little to no experience in anything related to administration, he or she probably isn’t the best candidate to hire. This holds even more truth for companies that don’t have the time or resources to commit to training new employees. In general, experience usually provides the necessary skills they’ll need to work for your business.
3. Acquired Skills
There are many skills that are vital for any administrative position. Although there may be company-specific skills you want your new hires to have, the following are some of the most important capabilities you should look for in your potential employees.
A. Organized
Every administrative position requires organizational skills. Your future administrative employee will no doubt have many tasks they need to juggle. They won’t do a very good job if they can’t stay organized. Not only that, they may be scheduling appointments and managing multiple calendars.
Therefore, to find a well-organized administrative employee, look for candidates who are detail-oriented. Prioritize those who are skilled multi-taskers and good planners. It’s also ideal to have a professional who’s able to manage their time well and has notable experiences in filing and inventory.
B. Communicative
Written and verbal communication skills are a must for any administrative position. These employees often interact with fellow staff and clients alike. They are usually tasked with communicating through different mediums, from writing emails to speaking to others, whether that’s in-person or over the phone.
That said, your ideal professional needs to communicate effectively, no matter the channel. They need to be equipped with interpersonal skills to excel at their job. Moreover, they need to be skilled in listening, more than just talking. This can help them succeed in different tasks, such as creating memos and relaying important information.
C. Tech-Savvy
Administrative workers must be familiar with multiple technology sources to be successful in their jobs. That said, look for candidates proficient in office applications such as Microsoft Word, PowerPoint, and Excel.
Additionally, they might need to get accustomed to website-creation platforms such as WordPress, task and project management tools like Asana and monday.com, or company-specific computer software. Look for candidates who are familiar with these programs, skilled in data entry, and willing to expand their knowledge of tech-related tools.
D. Skilled Problem Solver
Often, administrators are the ones your employees approach when they have questions, concerns, or problems. This is why it’s important to choose professionals who are skilled in analyzing situations and offering possible solutions.
In general, problem-solving involves other soft skills like collaboration and critical thinking. Ideal administrative employees should be able to use all their skills and experiences to conduct positive office relations. This is why strong administrative candidates are those who can easily understand situations, adapt to different contexts, and resolve issues quickly while remaining calm under pressure.
Tips for Recruiting Top Administrative Professionals
Although it’s important to maintain high standards when hiring employees, you need to also make your business worthy of their interest. Remember that you’re not the only company interested in hiring them. To successfully recruit top administrative professionals, consider the following tips:
1. Offer Competitive Compensation Packages
To attract top-tier administrative professionals, your organization needs to provide competitive compensation packages that can compete with other businesses in your industry. This should go beyond just base pay. It’s necessary to include comprehensive benefits that your potential employees may be looking for.
For example, benefits like health insurance and paid time off will help them maintain their health and motivational levels despite the demanding nature of administrative roles. You can even take it a step further and offer specific benefits that fit the preferences of your top candidates.
Read More: 12 Reasons to Use an Employment Agency to Help with Hiring
2. Provide Opportunities for Growth and Career Advancement
No matter the industry, professionals are always on the lookout for roles that allow them to grow. They are searching for companies that can offer them clear career paths. So, to hire the right people with the administrative skills you need, consider creating a plan for career progression for the roles you have. Make sure you highlight them during interviews and conversations.
You can consider offering opportunities for developing skills, taking on additional responsibilities, or moving into supervisory roles. You can also implement mentorship programs where your experienced administrators can guide and offer career advice to your newer staff. Along with regular training sessions, you can attract top talent by committing to staying current with industry trends and technologies while giving importance to your people’s professional growth.
3. Consider Internal Development and Promotion
When finding people with administrative experience, consider other options aside from looking at the candidate market. One of the most effective strategies for recruiting top professionals is to develop talent from within your organization.
This approach has multiple benefits. For example, it shows potential hires that there are real opportunities for advancement in their career. This can make your organization more attractive for future candidates. It also allows you to cultivate skills specific to your company’s needs. Moreover, it can give you the assurance that your next executive assistant or administrative professional already understands the inner workings of your business.
START FILLING YOUR ADMINISTRATIVE POSITIONS TODAY!
Now that you understand what counts as administrative experience as well as the skills needed to succeed in administrative roles, it’s time to start filling your positions with the right people.
With so many things to look for in potential employees, it isn’t always easy finding the right match. Fortunately, Corporate Job Bank, a Masis company, is ready to help businesses like yours get matched with quality employees. Unlock your organization’s potential growth by learning more about our premium staffing solutions.
