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Today, working in the administrative service of a structure is often perceived as the initial stage of a career or as work for first-year students, which, as a rule, does not require serious preparation. What is meant by the concept administrative staff? Who applies to the appropriate category? Why? These and other equally important questions can be answered by reading this article.

Common features

Despite the fact that it often implies only the beginning of growth, many people build successful careers and receive professional recognition in this area. Such employees will not call this work not requiring appropriate qualifications and extremely easy. What duties does the service typically perform? Administrative staff performs a number of tasks related to the organization of fundamental business processes. Among them are the following points:

Record keeping.
Control in terms of execution of orders and instructions from the manager for different departments and departments.
Administrative and management personnel is engaged in providing social, household, economic and logistical services to the structure.
Organization and subsequent repairs in the office if necessary.
Organization of relocations.
Administrative staff is employees who are required to establish interaction with operation services.
Interaction with landlords.
Organization and subsequent holding of corporate events. It is important to add that in this case it provides only additional assistance.

It is important to note that this list can be specified and supplemented depending on the needs and objectives of the company.

Practical aspect of the issue

As it turned out, administrative staff is employees whose area of activity includes the implementation of management functions or the performance of work related to organizational management issues in technical terms.

Thus, in government organizations, the personnel department, which conducts personnel records and selects personnel, is often included in the administrative department, business management department, and so on. However, such a practice in relation to large-scale private property organizations is not common - here the management department is an independent structure, of course, headed by a manager. It is important to note that personal assistants to managers and department assistants are often not included. Thus, they usually belong to the staff of one or another structural unit and report to the corresponding manager. Their tasks come down directly to solving the issues of this unit. Characterizing administrative and technical staff group colleagues solves the problems of the entire organization.

It should be noted that the number of administrative employees of a company mainly depends on its internal structure, size and area of activity. For example, many state associations, management companies of large-scale enterprises or large holdings separate administrative personnel into an independent department. As a rule, it is called an administrative department or a general department. The department is a complex unit, the head of which organizes personnel administration and reports to the head of the company.

Government agencies

The administrative department of a state institution may include the following departments of independent activity:

Documentation support.
Protocol and organizational.
Control department.
Economic support.
Civil service and so on.

It is important to note that in large commercial structures there is a different Job. Administrative staff in this case represents the economic department. It includes office managers, secretaries, service personnel (drivers, cleaners, couriers). The head of the relevant category is fully responsible for the work of the department.

In companies that have a complex structure that includes several offices, it is usually formed according to a single scheme. His work is supervised by the activities of the administrative director. Its tasks are to manage and coordinate the activities of the administrative and economic structure as a whole. The heads of administrative and economic departments, as well as office managers of departments of the structure and independent offices, report to the administrative director.

Small companies

Administrative and technical staff in small companies with commercial purposes, usually consists of one employee. His position is referred to as office manager or secretary. If there is none, certain administrative functions (for example, organizing office work, document flow or ordering office supplies) are assigned to a certain junior employee as an additional burden.

Traditionally includes a secretary, department assistant, personal assistant to the manager, and head of the administrative and economic department. In addition, this list includes an office manager and an administrative director. It is important to note that this also includes a number of service personnel (for example , administrative and technical staff for electrical safety). In subsequent chapters, it would be advisable to consider the most common administrative positions.

Office Manager

As it turned out, characterizing administrative staff positions are divided into managerial and technical areas. The office manager belongs to the first group. He is otherwise called an administrative work manager or senior administrator. The office manager reports to the hiring director or executive director. Among his subordinates are only employees who support the functioning of the structure. The main purpose of the senior administrator's job is to ensure the adequate functioning of the office and its smooth operation. Office manager as administrative support staff performs the following functions:

Ensuring control over the availability and operation of office equipment.
Formation of a budget for office expenses.
Ensuring timely processing of both incoming and outgoing correspondence and its delivery in accordance with its intended purpose.
Participation in the inventory of office property complexes.
Monitoring deadlines for execution of documents and their proper execution.
Organization and control of the work of subordinate workers, which, as a rule, include telephone operators, secretaries, drivers, cleaners and security guards.
Control and support of the company's file system.
Ordering tickets, providing visa support and booking rooms for company employees.

For an office manager, the following requirements regarding experience and qualifications are relevant:

Relevant education (secondary specialized or higher).
Knowledge of one or more foreign languages is desirable.
Excellent knowledge of computer technology.
Knowledge of office technology.
At least one year of experience in the administrative field.
Communication skills, stress resistance, organizational skills.

Head of the legal department

The head of this department reports exclusively to the General Director. His subordinates include all employees of the legal department. The purpose of the chief’s activity is the formation and further management of the company’s legal service. The employee in question performs the following functions:

Selection and further training of legal service workers.
Legal design of the organizational structure of the enterprise.
Formation of internal corporation standards.
Creation of document flow according to developed corporate legal standards.
Organization of legal training for company employees.
Carrying out legal examination of projects of various legal documentation, the preparation of which is carried out at the enterprise.
Organization of the preparation of opinions in accordance with legal issues arising in the course of the structure’s activities.
Representing the interests of the enterprise in the judiciary, as well as public and government associations when studying legal issues.
Monitoring and taking measures to collect debit debt in accordance with previously executed agreements.

Requirements for a specialist in terms of qualifications and experience:

Legal education (preferably higher).
More than five years of experience in the relevant specialty.
Knowledge of English is at an intermediate level.
Experience in negotiations and pre-trial resolution of issues.
Willingness to travel and travel.
Availability of knowledge in the following legal areas: civil, tax, administrative, corporate, arbitration and other branches of law.

Electrical Safety Administrative Staff

Electrical personnel who carry out work on electrical installations are classified into the following categories:

Administrative and technical workers are managers and specialists who perform duties related to the organization of operational and maintenance services, installation, repair and adjustment work in relation to electrical installations.
Operational employees - personnel who carry out maintenance and operational management of electrical installations. This includes inspection, preparation of the workplace, operational switching, admission and subsequent supervision of employees, and execution of work in accordance with current operation.
Maintenance personnel - personnel who provide repair and maintenance, adjustment, installation, and testing of equipment.
Operations and repair employees are repair personnel who are specially trained and prepared for operational maintenance of a certain volume of electrical installations assigned to them.

Lawyer

Often a lawyer is also called a legal consultant. He reports to the general director or the head of the relevant department. The lawyer's subordinates are the clerks of this department. The main purpose of his activity is to provide support to the work of the legal department. The key tasks of the specialist are the following points:

Development of legal documentation.
Providing methodological guidance to the legal activities of the company.
Implementation of measures to strengthen financial, contractual and labor discipline.
Consultation with employees of the structure in terms of professional issues, assistance in the preparation of documentation and regulations on property and legal issues.

The legal adviser performs the following functions:

Participation in the development of legal documentation and contracts.
Participation in legal disputes.
Consulting employees and company management in accordance with legal aspects.
Participation in checking the literacy of documentation, as well as contracts from a legal point of view.
Maintaining a contract file system.
Providing assistance to employees of the relevant department in the development of various types of projects.

Dispatcher

The dispatcher reports directly to the head of production activities, but has no subordinates. The main purpose of his work is the operational regulation of the production process and other activities of the structure. The dispatcher performs the following functions:

Monitoring the availability of inventories that are necessary for the uninterrupted production process of the company's divisions (components, materials, transport, equipment).
Organization of operational control over the production process, delivery of the finished product, performance of work or services according to the production process schedule.
Maintaining a dispatch log, generating reporting reports and other technical documentation in terms of the production process.

In the case of a dispatcher, the following qualifications and experience requirements are relevant:

Availability of secondary vocational education.
Knowledge of enterprise production planning.
Stress resistance, communication skills.

Secretary to the General Director

In another way, the position may be called a personal assistant or assistant secretary. The employee reports to the HR Director or General Director. The Secretary to the General Director has no subordinates. The main goal of the secretary-assistant's work is to provide high-quality administrative support to the director's structure. The personal assistant performs the following tasks:

Ensuring proper document flow.
Organization of the director's day in terms of work.

The assistant secretary primarily performs the following functions:

Drawing up a schedule for the General Director, organizing business meetings and business trips.
Editing, translation and design of business letters and documentation.
Ensuring control of incoming correspondence and telephone calls.
Preparation and execution of business letters, reports, and other documentation.
Organizing interaction between the director and other employees of the structure.
Quality control of preparation, correctness of preparation, subsequent approval and approval of documentation submitted for signature directly to the director of the organization.
Organizing the work of the general director's reception area.
Carrying out individual instructions from the manager.
Accompanying executives on business trips.

The current requirements for experience and qualifications in this case are:

Availability of higher education.
Knowledge of a foreign (preferably English) language.
Great PC experience.
High level of business etiquette.
Work experience of at least two years.
Presentable appearance, communication skills.

Job openings in the administrative work industry

Administrative work includes administrators, secretaries, clerks, and personal assistants. Many have heard that there is such a term as administrative activity. You may have heard, but few people know what working in the administrative building (office) involves. After all, like any other position, it has both its pros and cons.

So, administrative work includes, first of all, the ability to solve administrative and managerial issues of a particular institution. You also need experience working with documentation, finding a common language with subordinates, and clearly fulfilling the requirements of senior management. It is worth considering the fact that most often, during employment, the manager discusses sub-items and job responsibilities with the employee in advance. In this case, I would like to note that most often, administrative work in the city of Moscow includes irregular working hours.

To summarize, we can determine that the advantages of such positions are: decent wages, prestige, office work, free training, career growth.

Disadvantages: full-time work, frequent business trips, stress are possible, there is a high probability that if an employee is in demand, he goes on vacation no more than once every two years.

Administrative work is partly carried out by all managers at any level, but if the organization is large enough, its staffing table will necessarily include administrative positions. The employees who fill these vacancies will perform the bulk of administrative duties. Their main part is dispatching and communication functions.

What is administrative work

Administrative positions in the enterprise
Any operating enterprise resembles a living organism, the normal functioning of which is ensured by constantly maintained connections with other legal entities. These are business partners, customers, suppliers, regulatory and management bodies, as well as many other organizations and individuals.

The main task of people involved in administrative work is to ensure the planned and trouble-free operation of the enterprise, including through the timely submission of operational information and the communication of management decisions from management to executors.

Depending on the type of activity that is the main one for a given enterprise, its structure and number, the main administrative positions may include: receptionist, secretary, assistant secretary, office manager, business assistant, clerk, telephone operator, personal assistant to the manager, translator, head of the office/secretariat.

It can be noted that highly qualified administrators are valued by employers at the level of middle managers: logistics, accountant, customer service manager. Their salaries start at 50 thousand rubles.

What does it take to become a good administrator?

Employers place quite high demands on candidates for administrative positions. The applicant must have higher education and experience in this industry. Increasingly, knowledge of one or more foreign languages is an attractive condition, and knowledge of a computer and office programs, office equipment and mini-PBX is no longer even mentioned as a matter of course.
A person who wants to engage in administrative work must also have specific character qualities. There will always be a demand for people who are proactive, competent, have a flexible intellect, a broad outlook and a systematic approach to work, who can make informed operational decisions.
Since administrative positions also involve communication functions, important qualities when applying for a job will be competent speech, the ability to find a common language with people and logically express one’s thoughts, knowledge of business etiquette and even a pleasant appearance, which is especially important for receptionists and secretaries who are face of the company.

The job responsibilities of an administrative assistant are more than just answering the phone and ordering lunch for the boss. Read this article to learn more about these responsibilities. The job responsibilities of an administrative assistant have now expanded to more complex responsibilities like making presentations and running an office. The Administrative Assistant job description includes project management duties and responsibilities. Basically, it works in multitasking mode. His primary responsibility is to provide administrative support to help run the office smoothly and efficiently.
Responsibilities
An administrative assistant reports to a manager as if he were a senior administrative manager. An administrative assistant's responsibilities require paying attention to the smallest details, being well organized, and having excellent communication skills. An administrative assistant's responsibilities include performing and coordinating office administrative activities, obtaining and integrating data, and disseminating information to clients and company employees.
The duties and responsibilities of an administrative assistant also extend to performing various duties such as scheduling meetings, organizing and maintaining paperwork, conducting research and disseminating information using telephone, email, letters and websites. An administrative assistant's responsibilities also include support with travel arrangements and guest accommodations.
An administrative assistant is also required to effectively operate and operate faxes, photocopiers, scanners, video conferencing, telephone systems, computer and office programs, etc. He/she should also be fairly familiar with word files, spreadsheets, Powerpoint presentations, reports, documents, publications, software and digital graphics.
An administrative assistant must possess good communication and negotiation skills when speaking and working with customers, vendors, and other employees. An administrative assistant should be able to manage shares and other data stores. Many companies delegate the duties and responsibilities, training and orientation of new employees to an administrative assistant. An administrative assistant requires knowledge to manage video calls, supervise the work of other employees, review notes, presentations, reports, etc. They must also be able to prepare plans, organize committee and executive meetings.
Primary responsibilities include collecting correspondence, reports and other documents. They must be able to maintain office files, open and distribute documents by mail, organize meetings and coordinate the repair of office equipment. They are also responsible for maintaining confidential information and files, records of decisions made, arranging for the payment of fees, research and support in the preparation of motions, office policies and procedures. They should also greet and assist visitors, answer phones and direct them to the appropriate department.
The duties and responsibilities of an administrative assistant also include organizing the office, ordering office supplies, managing clients and making office work run smoothly. If any glitches appear in the day-to-day running of the office, he should be able to eliminate the problem.
Skills
The candidate must have certain skills and knowledge. This includes knowledge:

Accounting
Office administration
Financial aspects
Information about employees and files
Word processing programs and also use spreadsheets

The candidate must have skills that include:
Written communication skills
Interpersonal Skills
Decision making ability
Problem solving ability
Verbal and communicative listening skills
Time management skills
Local language, as well as other common languages of communication, development of reading and writing skills
Organization skills

On a personal note, I would like to add that the candidate must have an excellent work ethic, must be honest, reliable, humble and flexible. The individual must have cultural sensitivity and treat all employees and customers of the organization with respect.

Problems
He may face various difficulties during his/her work. These include working long hours, using computers, and lifting or moving individual office supplies and supplies. He may face continuous employee interruption and may have to talk to him/her on a regular basis. The assistant must be mentally and physically strong. He needs not only to talk with employees and clients, but also to meet deadlines, track orders and deliveries, and must also have high accuracy in maintaining the level of all the basic and nuances of the work. In some cases, he must have knowledge regarding certain legal aspects, terminology, and procedures. Those who work in healthcare settings may require specific knowledge related to medical procedures, equipment, terminology, and reporting.
You may find a job and it may be huge and challenging, however it is certainly one of the rewarding job opportunities. The entire office depends on you and you will need to know every nook and corner of the office. It becomes like your child and you have to nurture it and make sure it runs smoothly. You must have experience in secretarial skills, a high school diploma with basic office and computer skills. There are a large number of companies looking for candidates with a bachelor's degree for administrative assistant positions. If you are an ambitious person who doesn't shy away from responsibilities and challenges, this is the right career path for you.

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The work is partly carried out by all managers at any level, but if the organization is large enough, its staffing table will necessarily include administrative positions. The employees who fill these vacancies will perform the bulk of administrative duties. Their main part is dispatching and communication functions.

Administrative positions in the enterprise

Any operating enterprise resembles a living organism, the normal functioning of which is ensured by constantly maintained connections with other legal entities. These are business partners, customers, suppliers, regulatory and management bodies, as well as many other organizations and individuals.

What does it take to become a good administrator?

A person who wants to engage in administrative work must also have specific character qualities. There will always be a demand for people who are proactive, competent, have a flexible intellect, a broad outlook and a systematic approach to work, who can make informed operational decisions.

Since administrative positions also involve communication functions, important qualities when applying for a job will be competent speech, the ability to find a common language with people and logically express one’s thoughts, knowledge of business etiquette and even a pleasant appearance, which is especially important for receptionists and secretaries who are face of the company.

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