Staff Assistant Job Description: Role, Duties and Requirements

The Staff Assistant provides general administrative and operational support to ensure efficient office functioning. This role is suitable for candidates with prior clerical or administrative experience who are organised, reliable and able to manage multiple tasks with attention to detail. Applicants should be comfortable handling routine correspondence, maintaining records and supporting internal teams.

Staff Assistant Job Profile

The Staff Assistant supports day-to-day administrative activities across departments to maintain smooth office operations. The role focuses on clerical tasks, communication, record keeping and basic office coordination to enable colleagues and managers to work effectively.

The purpose of the position is to deliver consistent administrative support, uphold office procedures and assist with routine projects and events. The Staff Assistant acts as a reliable point of contact for internal stakeholders and contributes to a professional working environment.

Staff Assistant Job Description

The Staff Assistant undertakes a variety of administrative duties including managing correspondence, preparing documents and maintaining accurate records. This role requires regular interaction with staff at different levels, handling enquiries, routing information and ensuring follow up on outstanding tasks. Work is typically office based with occasional requests to support meetings and events.

Expectations include adherence to organisational procedures, careful handling of confidential information and consistent application of record keeping standards. The Staff Assistant must manage time effectively, prioritise competing tasks and escalate issues where necessary to meet deadlines and service standards.

The role involves routine problem solving, clear written and verbal communication and a proactive approach to maintaining office supplies and documentation. The successful candidate will support onboarding administrative tasks and assist in processing basic financial paperwork under supervision.

Staff Assistant: Duties and Responsibilities

• Receive and screen incoming correspondence and direct enquiries to appropriate staff.
• Prepare, format and proofread routine documents, letters and reports.
• Maintain and update filing systems, both electronic and paper based, ensuring records are accurate.
• Schedule and coordinate meetings, prepare agendas and distribute meeting materials.
• Manage appointment calendars and arrange internal and external meetings.
• Provide reception and telephone support, greeting visitors and managing visitor logs.
• Assist with travel arrangements and prepare travel documentation where required.
• Process incoming and outgoing mail, courier items and internal distribution of documents.
• Monitor and order office supplies, maintaining stock records and liaising with suppliers as needed.
• Support basic financial administration such as processing invoices, expense claims and purchase requisitions under guidance.
• Assist with staff onboarding paperwork and maintain personnel filing as directed by HR.
• Compile and maintain simple databases, spreadsheets and logs to support reporting needs.
• Ensure confidential information is handled securely and in line with organisational policies.
• Provide administrative support for events and training sessions, including room setup and materials distribution.

Staff Assistant: Requirements and Qualifications

• Minimum of GCSEs, A levels or equivalent; relevant administrative qualification desirable.
• At least one year of experience in an administrative or clerical role preferred.
• Strong organisational and time management skills with the ability to prioritise tasks.
• Good written and verbal communication skills, with accurate spelling and grammar.
• Proven attention to detail and accuracy in record keeping and document preparation.
• Basic numeracy and experience handling routine financial paperwork.
• Ability to work independently and as part of a team, demonstrating initiative when required.
• Discretion and integrity when dealing with confidential information.
• Customer service orientation and professional telephone manner.
• Good problem solving skills and the capacity to follow established procedures.
• Flexible approach to work and willingness to support occasional out of hours activities if authorised.
• Competence in standard office IT tasks, email communication and electronic filing.
• Ability to manage multiple priorities and meet deadlines in a busy office environment.