Administrative skills are abilities that help businesses and institutions run smoothly by ensuring that resources are properly allocated, meetings are scheduled, and client communication is successful. As such, they are valuable in many fields and recognised as some of the most useful skills to possess.
In this article, we will delve deeper into administration skills, explore the importance of admin work, and teach you how to include these abilities on your CV.
Key Takeaways
Administrative skills, such as organisation, time management, data entry, record-keeping, multitasking, and problem-solving, are abilities often used in the office.
These skills help organisations run smoothly and can, therefore, be useful in various fields, including finance, business, healthcare, education, and government.
On a CV, you can add these to your skills section, work experience section, or CV summary. You can also include certifications to prove you possess the required hard skills.
What Are Administrative Skills?
Administrative skills, also known as office support skills, are a range of abilities that are necessary for successfully running any organisation. As such, they are highly valued across many industries, be it business, finance, healthcare, education, or government.
To illustrate what administration entails, here are some examples of administrative tasks:
Administrative Tasks Examples
Greeting visitors
Processing paperwork
Scheduling appointments
Preparing documents and reports
Answering emails and phone calls
Creating and maintaining filing systems
As you can see, these tasks require excellent organisational and communication skills, as well as superb attention to detail.
Hard vs. Soft Administrative Skills
Hard and soft admin skills are equally important, although it may not appear so due to the emphasis on the latter. After all, all the skills we mentioned above are primarily soft skills: non-technical abilities that can apply to many different jobs.
However, hard administrative skills shouldn’t be neglected, either. A good administrative specialist must be skilled in data entry and record-keeping and should also possess knowledge of commonly used administrative software. Otherwise, they can’t perform their tasks effectively.
Which Administrative Skills Are in High Demand?
Administrative skills in high demand are organisation, time management, communication, data entry, problem-solving, attention to detail, customer service, and more. These are considered basic office skills that every administrative specialist must possess.
Now, let’s examine them in more detail:
#1. Organisation
Organisational skills are undoubtedly the most in-demand administrative skills, as no office can run without someone to manage resources and coordinate various daily operations.
In fact, these skills encompass several others, such as:
Organisational Skills Examples
Resource allocation, which involves the ability to efficiently set a budget, delegate tasks to the appropriate personnel, and manage time
Attention to detail, which entails paying attention to even minor aspects of a particular task to ensure nothing jeopardises operations
Prioritisation, which refers to the ability to decide which task takes precedence in situations where there are several important ones
Adaptability, which is necessary in fast-paced environments where priorities and schedules change all the time
Pro tip: You can improve your organisational skills by agreeing to organise outings and trips in your personal life. These situations are good, low-stress practice runs to help you familiarise yourself with the process and learn to use to-do lists, calendars, and planners.
#2. Time Management
Time management is a key organisational skill, but it deserves to be examined separately due to its huge importance. Namely, it is crucial for planning, scheduling, allocating, and prioritising tasks, and every administrative professional must possess it.
Employees who possess excellent time management skills usually complete all their tasks on time and experience less stress than those who don’t. Furthermore, they are valuable team members, as they can help their entire group overcome procrastination and stay on track.
Pro tip: Improving time management skills involves relying on schedules, calendars, or apps to stay on top of your tasks. Start measuring how much time you need for each assignment to determine how to organise your day and allocate specific time slots for each activity.
#3. Communication
Working in administration means being expected to participate in office communication, which is, essentially, a skill. After all, it needs to be clear and direct, yet professional, which can be a tough balance to maintain.
However, excellent communicators help daily operations run smoothly, build healthy workplace relationships, and enhance their team’s performance. Furthermore, they can be a great asset in client or stakeholder communication, be it written or verbal, because they can quickly establish rapport and convey the necessary information.
Pro tip: The more you communicate with diverse people, the better your communication (interpersonal) skills become. So, you should meet new people, talk to them, and try to learn from each interaction.
#4. Data Entry
Data entry entails managing and updating information, either by using computer software, like Excel, or databases. Additionally, it involves verifying the entered information and organising it for future use.
Administrative experts typically handle large amounts of data: client or product information, correspondence, financial information, operational records, and more. All this must be carefully stored and managed by someone who’s experienced with data.
Pro tip: To become better at data entry, you need to practise working on a computer, improve your typing skills, and master crucial software. You can do this by yourself or apply for a data entry course, where you’ll be taught all the basics.
#5. Attention to Detail
As mentioned before, attention to detail is a key organisational skill, but its importance can’t be overstated. It’s useful in all aspects of administrative work, including data entry, where a single typo can have a significant impact.
This ability helps you focus on the minute aspects of a task, which many others might overlook. As a result, you’re more likely to spot something that could become an issue and resolve it before it escalates.
Pro tip: To improve your attention to detail, make sure to minimise distractions in your environment. It’s easy to overlook essential particulars when you can’t fully focus on the task at hand.
#6. Problem-Solving
Problem-solving skills allow administrative experts to quickly resolve all potential issues and keep operations running without any hindrance. So, for instance, they come in handy during scheduling conflicts, disagreements between colleagues, or technical issues.
Also, excellent problem solvers can anticipate potential issues and address them before they even arise. This boosts overall efficiency and keeps the company always on the right track.
Pro tip: You can improve your problem-solving skills by practising on puzzles, brain teasers, riddles, and similar games. These are low-stakes situations, so you can take your time to come up with solutions and simultaneously learn more about your problem-solving process.
#7. Filing and Record-Keeping
Record-keeping may sound similar to data entry, but it is, in fact, a broader skill that encompasses the latter. As a rule, data entry involves entering and managing information electronically, while record-keeping is the very act of creating and organising data, regardless of the medium.
In other words, record-keeping may refer to actual, physical records, such as files, folders, written letters, and the like. Although nowadays most data is stored digitally, this is still an essential administrative skill to possess.
Pro tip: For successful record-keeping, you need a well-developed system that determines how and where information should be stored. Create one first and adhere to it; the rest should be pretty easy if you do.
#8. Multitasking
Multitasking is one of the key skills for office success because administrative work, inevitably, demands that you juggle several responsibilities at once. For instance, you may need to work on a project, respond to calls, and organise schedules simultaneously, which might overwhelm you if you’re not a multitasker.
Granted, research has found that true multitasking may be a myth, as the brain struggles to process multiple requirements at the same time. Even so, administrative specialists are expected to juggle, so you should develop this ability as much as possible.
Pro tip: If multitasking stresses you out, try to prioritise instead. Minimise distractions and focus only on tasks at hand, then tackle them according to their priority. This will give you much better results, and you’ll learn to complete them quickly with a bit of practice.
#9. Customer Service
Customer service and communication are closely linked, yet they remain distinct skills. Namely, an excellent communicator may not always be great at customer service, as this requires experience with client interactions.
As an administrative specialist, you’re expected to possess both, so you must focus on improving your customer service skills, too. After all, you might have to communicate with clients, in which case you must present yourself as helpful, friendly, and patient.
Pro tip: Customer service skills can only be improved through interacting with clients, but you can make the whole process more conscious by actively analysing your positive and negative experiences. That way, you’ll see what works and what doesn’t, and apply it in the future.
#10. Confidentiality
Since administrative specialists come into contact with plenty of personal information and sensitive data, they should possess strong confidentiality skills. These ensure the data is handled safely and remains protected and private.
Pro tip: Pay attention to your workplace's confidentiality policies and adhere to them. When in doubt, consult a higher-up instead of making a potentially compromising decision. Mishandling your clients’ data can result in a loss of trust, damage to your company's reputation, and lawsuits.
#11. Adaptability
Lastly, adaptability allows you to handle unpredictable changes, reschedules, and sudden new requirements. Regardless of where you work, surprises are to be expected, and being too rigid can affect your ability to respond to them adequately.
Pro tip: Instead of focusing on how it should be, concentrate on the situation at hand. It may not be ideal, but it likely has the potential to develop into something even better than you initially imagined. Envision what that could look like and try to steer it in that direction; this will help you overcome anxiety and the feelings of losing control.
How to Highlight Your Administrative Skills on Your CV
To highlight your administrative skills on your CV, include them in the skills section, professional summary, and work experience section. Also, don’t forget to include relevant tools and certifications, and use context to showcase your soft skills.
Here is how to do that effectively:
#1. Use the Skills Section for Quick Scanning
The skills section is short but crucial; many recruiters will quickly scan it first to see if you possess the abilities they are looking for before moving on to the other parts. As a result, you must list all your key skills here, including the administrative ones.
Here is what that might look like:
Skills Section Example
Skills
Excel
Data entry
Record keeping and filing
Google Workspace
Attention to detail
Communication
Problem-solving
Multitasking
Confidentiality
Even though this section might appear empty to you, don’t add anything else to it. You’ll have the opportunity to elaborate on your skills in other sections or your cover letter; this is not the place for it.
#2. Showcase Skills in Your Professional Summary
The professional summary is placed at the top of your CV, where it can immediately catch recruiters’ attention and highlight the most important aspects of your professional life. In other words, this is where you should mention your key skills, experiences, and achievements.
However, you must do so in 4–5 lines, as anything more than that risks unnecessarily taking up space and losing the recruiters’ attention. You must make every word count, so don’t elaborate extensively on your skills; include them and demonstrate them through your most significant achievement.
This is how you can do that:
Skills in the Summary Section Example
Detail-oriented administrative assistant with 5 years of experience supporting executives in fast-paced business environments. Developed a new way of organising client information that improved my team’s efficiency by 25%. Known for excellent communication skills, a solution-oriented attitude, and the ability to juggle multiple tasks at once.
#3. Quantify Achievements in Your Work Experience
The work experience section is another one where you can include your skills and place them in context through quantifiable achievements. You should do that in bullet points listed under each of your entries, which serve to elaborate on them.
However, keep it brief here as well. All bullet points should be only a sentence long, and you shouldn’t write more than six; the ideal range is between three and six.
Here’s how you can incorporate your skills here:
Example of Achievements in Work Experience
Work Experience
Administrative Assistant ABC Company October 2022–November 2024
Developed a new method of organising client information, boosting the team’s efficiency by 25%.
Improved scheduling efficiency by 13% using state-of-the-art scheduling tools.
Acted as a first point of contact for clients, building positive relationships with them and resolving their problems.
#4. Include Relevant Tools and Certifications
If you have any certifications demonstrating that you possess a particular skill, be sure to include them on your CV. You can do that in a separate section dedicated specifically to certifications; that way, your recruiters will be able to find them instantly.
So, here’s how you could add it to your CV:
Certifications on a CV Example
Certifications
Microsoft Office Specialist (2020)
Business Writing and Communication Skills (2021)
#5. Highlight Soft Skills Through Context
Most soft skills can’t be demonstrated through certifications, so you need to emphasise them through context instead. For example, you can incorporate them into your CV summary and work experience, and highlight them through your achievements.
A good way to do that is to use action verbs in the bullet points of your work experience section. Words such as “communicated,” “solved an issue,” “adapted,” and “organised” can be paired up with measurable achievements for a stronger impact.
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Final Thoughts
Hopefully, our article will help you both improve your office skills and incorporate them into your CV. After all, they are essential for administrative positions and useful for various others, so you can’t go wrong listing them on your application.
Administrative Skills FAQ
#1. What skills do I need for administrative positions?
For administrative positions, you need a combination of hard skills, like data entry and record-keeping, and soft skills, such as communication and time management. Generally, the emphasis is on the latter, as administrative specialists are expected to interact with customers, schedule tasks, and manage multiple responsibilities simultaneously.
#2. How do I list skills on my CV?
You can list skills on your CV in the skills section, the work experience section, and the CV summary. Typically, the skills section will essentially be a simple list of your skills with no further elaboration, while the latter two should add some context to your abilities.
#3. Which roles require highly developed administrative skills?
Roles that require highly developed administrative skills include administrative assistant, office manager, receptionist, data entry clerk, secretary, and personal assistant. These positions can be found in many different industries and fields.
