Administrative Officer Job Description and Duties

The administrative officer is responsible for ensuring smooth and efficient office operations. This role suits candidates with strong organisational skills, attention to detail and the ability to manage multiple administrative tasks while supporting teams and stakeholders.

Administrative Officer Job Profile

The administrative officer provides essential administrative and clerical support to ensure day to day functions run effectively. The post holder organises office systems, manages records and coordinates internal and external communication to maintain a professional and productive work environment.

The role requires someone who can prioritise workloads, maintain confidentiality, and apply good judgement when responding to enquiries and resolving routine issues. The administrative officer often acts as a central point of contact for colleagues and third parties and supports managers with routine administrative processes.

Administrative Officer Job Description

The administrative officer undertakes a range of responsibilities including managing correspondence, organising meetings, maintaining records and supporting basic financial and procurement activities. Work is typically office based and involves regular interaction with staff at different levels, suppliers and visitors. Accuracy, reliability and a customer focused approach are essential to the successful delivery of duties.

Expectations include timely completion of tasks within established procedures, maintaining up to date filing and documentation, and contributing to continuous improvement of administrative processes. The role may require occasional work outside core hours to meet deadlines or to support events and meetings.

Administrative Officer: Duties and Responsibilities

• Manage incoming and outgoing correspondence, including email, post and internal communications.
• Maintain and update paper and electronic filing systems to ensure information is accurate and easily accessible.
• Coordinate and schedule meetings, prepare agendas, take minutes and distribute documents.
• Screen and direct telephone calls, greet visitors and provide an appropriate reception service.
• Prepare routine reports, spreadsheets and presentations to support team and management requirements.
• Assist with basic purchase requisitions, order processing and supplier liaison within agreed procedures.
• Process invoices, expense claims and maintain simple financial records in line with policy.
• Maintain office supplies and equipment inventory and arrange for repairs or replacements as required.
• Support onboarding administration for new staff, including preparation of workspace and documentation.
• Ensure compliance with record retention and data protection requirements in day to day handling of information.
• Coordinate travel arrangements and itineraries for staff and visitors where required.
• Assist with event and meeting logistics, including room bookings, catering and equipment setup.
• Provide general administrative support to teams, including photocopying, scanning and document archiving.
• Identify opportunities to streamline administrative processes and contribute to procedural improvements.

Administrative Officer: Requirements and Qualifications

• Level 3 qualification in business administration, office management or equivalent, or relevant work experience.
• Minimum of two years experience in an administrative or office support role.
• Strong organisational skills with the ability to prioritise tasks and manage time effectively.
• Good written and verbal communication skills with a professional telephone manner.
• Proficiency in standard office software and the ability to learn new systems quickly.
• Basic numeracy and experience of routine financial administration or invoice processing.
• High level of accuracy and attention to detail when maintaining records and preparing documents.
• Ability to handle confidential information with discretion and to follow data protection principles.
• Problem solving skills and a proactive approach to identifying and resolving routine issues.
• Ability to work independently and as part of a team in a busy office environment.
• Good interpersonal skills with the ability to liaise effectively with internal and external stakeholders.
• Willingness to adapt to changing priorities and to support occasional out of hours working when required.