When it comes to your CV looks really do matter.
You need to put together a CV that is attractive, informative and attention grabbing. It must be loud and clear in showing off your most relevant skills, qualifications and competencies.
Recruiters do not read CVs – they scan them
This is something that many people do not seem to realise. Initially a Hiring Manager who is going through a pile of applications will only briefly glance at them. If one attracts their attention, and they like what they see they put it to one side, to read later. It’s therefore vital that you put together a CV or resume that sets you apart from everyone else.
Administration is the oil that keeps a workplace running
An administration department underpins the way in which a modern office works and is the backbone of an organization. It is the cog that keeps all the other wheels turning, providing the procedures, processes and structure by which other functions operate. Without an effective administration, an organization would not run professionally and smoothly. Indeed, good office administration is one of the key elements associated with a high level of workplace productivity and efficiency.
Administrative staff assist managers to deal with those admin tasks that they don’t like or don’t have the time to do, allowing them to focus on doing what they do best. They stop senior managers from being overwhelmed by clerical tasks by doing the necessary but time-consuming ones for them.
CV templates for various administrative roles
Download the editable MS Word version of this template.
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Cover letter examples for various administrative roles
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How to write an Administration CV
Demonstrate that you understand the general concepts of Administration, and that you can provide both clerical and administrative support to professionals, either as part of a team or individually. In addition to this and on a more practical level show that you are able to remain focused when doing boring repetitive tasks and furthermore can spend long hours sitting and using office equipment and computers.
Examples of what to put in your CV
Below are prewritten examples of administrative duties and office skills that you can put in your CV. When writing these try to show that you understanding the clerical functions and roles within an office set up and how they all interact with each other.
Work duty examples
- Making sure that key records, files and documents are easy to locate.
- Ensuring that administrative processes run smoothly behind the scenes of a busy office.
- Producing complex written reports and business documents
- Carrying out various routine administrative duties such as printing, photocopying and faxing.
- Creating branded business Word documents and templates.
- Sending quotes, invoices and statements to customers, partners and colleagues.
- Organising to do lists of key duties that have to be performed.
- Updating telephone and contact lists on a regular basis.
- Making sure the company complies with all administrative related statutory and legal requirements.
- Coordinating staff coverage for the office.
- Creating and uploading content to social media accounts and platforms.
- Circulating documents to work colleagues via the internal post and email.
- Making sure that office equipment is maintained and in good working order.
- Accurately recording office and administrative expenditure.
- Ensuring that confidential and sensitive documents are not left lying around and instead are properly filed way.
- Organising the office layout in a way that helps ensure administrative efficiency.
- Managing and executing the filing, storage and security of documents.
- Managing the repair and maintenance of computer and office equipment.
- Issuing permits to visitors who come to the office.
- Maintaining alphabetical, index, and cross-reference files.
- Complying with all office related safety instructions and regulations.
- Preparing meeting rooms with newspapers, flipcharts, refreshments and notepads.
- Promptly report all safety hazards and unsafe working practices to the Office Manager.
- Updating office safety and procedure manuals and brochures with any new regulations.
- Answering the telephone and dealing with all over the phone enquiries.
- Planning office social events such as company lunches, staff birthdays and going away parties.
- Resolving routine administrative problems so thoroughly that they do not reoccur.
- Providing individual administrative support to specific executives or senior managers.
- Welcoming visitors to the office in a polite and professional manner.
- Ensuring that there is an adequate supply of necessary stationery and stock within the office.
- Making sure all the software licenses are up to date on the office computers and laptops.
- Screening phone calls to identify unwanted sales calls.
- Providing advice to colleagues and senior managers on complex administrative matters.
- Performing data inputting duties on various computer spreadsheet programs.
- Scheduling appointments for visitors and senior managers.
- Ordering stationary and office supplies when they are running low.
- Preparing the agendas for upcoming meetings then distributing those to attendees.
- Maintaining and coordinating MS Outlook calendars.
- Making sure the office and reception area is always clean, tidy and presentable.
- Making sure that all files are properly labelled so they can be easily identified.
- Preparing correspondence and documents from digital dictation.
Administrative skill examples
- Ability to produce consistently accurate administrative work even whilst under pressure.
- Handling office based requests for information and data.
- Competently using a wide range of specialist office management software.
- Familiarity with legislation relating to the areas of employment, equality and diversity and data protection.
- Able to identify any gaps and errors in an existing administrative system.
- Improving administrative standards by identify weaknesses in an existing set up.
- Keeping office wastage to an absolute minimum.
- Develop appropriate office management strategies.
- Able to maintain a high level of accuracy for long periods of time in tasks that are tedious and repetitive.
- Quickly responding to and resolving any administrative problems that are brought to my attention.
- Creating and modifying professional looking documents using Microsoft Office.
- Fully understanding the key role that an Administrator plays within a company.
- Working collaboratively to support the efforts of fellow office team members.
- Training work colleagues in how to use office equipment like scanners or photocopiers.
- Identifying opportunities for administrative improvement.
- Streamlining office procedures to make them more efficient.
- Proficient in MS Office applications such as Excel, Word and Access.
- Correcting spelling and grammar mistakes in documents.
- Accurately inputting, managing and manipulating large volumes of data.
- Attending training sessions or meetings as and when required.
- Replacing antiquated office equipment with more efficient newer technology.
- Colour coding files to make it easier for other office staff to quickly find documents.
Office budget control
Show that you can reduce the operating costs of the practice. Here are some examples;
- Controlling costs and trimming unnecessary expenditure wherever possible.
- Accurately recording office expenditure so that you know what is going in and what is going out.
- Helping the practice get more for its money from external service providers i.e. insurance companies.
- Cutting costs by turning off unused lights and power strips at the end of the day.
- Taking advantage of any free IT services and storage space.
- Reducing unnecessary printer, toner cartridge and copier expenses.
- Negotiating better deals with existing office equipment suppliers.
- Searching for and finding low price guarantee and more competitive office equipment suppliers.
- Carrying out office “clean-up days” to unearth forgotten or misplaced supplies.
Clerical areas of expertise
Use one or two words to describe your office based skills, here are some examples;
- Administrative processes
- Archiving
- Audio dictation
- Audio typing
- Booking dinners
- Business administration
- Business support
- Business travel
- Calendar scheduling
- Copy typing
- Corporate governance
- Data entry
- Data mining
- Data protection
- Diary assistance
- Diary management
- Diary systems
- Directory maintenance
- Distributing memos
- Distributing papers
- Document control
- Document management
- Drafting correspondence
- Errand running
- Filing
- Invoice management
- Invoice tracking
- IT skills
- Managing diaries
- Minute taking
- Office audits
- Office management
- Office security
- Organising paperwork
- Payroll
- Photocopying
- postal mailings
- Reception services
- Reception support
- Record keeping
- Report writing
- Scanning documents
- Scheduling meetings
- Secretarial services
- Shorthand
- Switchboard duties
- Telephone answering
- Ticket booking
- Travel arrangements
- Typing correspondence
- Visitor management
- Word processing
The importance of a quality CV
Having a good CV is an essential tool for job hunters. The professionally written administration CV templates on this page will help you write perfect CVs suitable for a wide variety of administrative jobs. The examples are well laid out, easy to read and can be adapted individually for specific office based positions i.e. clerical, receptionist or secretarial. Focus on your:
- Clerical and administrative experience.
- Your knowledge of office procedures.
- Word processing, typing & IT skills.
- Ability to maintain filing systems, manage diaries and any document controlling skills.
Use the resume samples below as a guide to show off the qualities, qualifications and potential that employers look for in administrators. Improve your chances of getting an interview by discovering how to clearly demonstrate your ability to organize resources, handle documents and also devise, manage and maintain office systems. Learn how to target your CV by using attention grabbing action words and phrases that will further emphasis to a company your ability to provide excellent administrative support to any office or department.
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