Administrative services are defined as giving support to an organization in a manner that is properly organized and controlled. It includes the tasks that are done regularly to keep the office functioning well and effectively.
Anyone who is currently employed by the Administrative Department is aware that it’s a broad classification. There is no term for a “typical” administrative job.
The duties of an assistant or manager in the administrative department include administrative management for the office, answering telephones or chatting with clients, helping employers, handling clerical duties (including recording and recording data), and a myriad of other duties. This makes the job of an administrative professional one that is well-known, collaborative, and requires a variety of abilities.
If you are a member of the admin team, this article will walk you through all the services you offer to your business with tips on ways to enhance it.
What can be expected from an Administrative Support Executives job?
Since administration is such a broad field There are a variety of administrative job titles too. Certain of these titles, such as “administrative assistant” and “program administrator,” are tasks that have very similar responsibilities. But, certain job titles refer to very distinct kinds of duties and tasks.
Here is a listing of the most common administrative and clerical tasks performed by the administrative staff which is essential to ensure that the company’s operations are operating in a smooth, and organized manner.
- greeting office visitors and taking care of their needs.
- Performing basic bookkeeping duties.
- The process of booking meetings conferences, seminars, and meetings and coordinating food for these events.
- Answering queries (telephone or email) or Social media) and redirecting the inquiries to other employees when appropriate.
- Typing documents for work including reports and letters.
- Processing outgoing and incoming mail.
- Maintaining paper file records.
- Transforming the paper record to a computer.
- Coordinating appointments between management and executives.
Note: There may be various other duties and roles as well. As I’ve said the responsibilities will be based according to the title given to you by the employer. The basic nature of the job continues to be identical.
What’s wrong with your Administration Support Service?
Although all of the tasks listed above are vital to running the business efficiently Some of them are tedious. This is the problem with the majority of these tasks. Yes, I said it.
They are famously credited with the fact that they take up a significant portion of administrators’ time just because it’s an entire task. Let me present one example of the list of tasks that are common and explain what I refer to by this.
Performing basic bookkeeping duties.
Although it may appear to be an easy task to complete, keeping an eye on the book of visitors takes an excessive amount of time in the workday of an administrative assistant.
We presume that everyone in the office knows the right way to behave when they look at the logbook on the front desk. They are aware that a logbook for visitors is in place to monitor each visitor who is entering and exits your building. They are aware that it is to protect their security as well, but they do not fill in their data correctly or need the person who fills in the information that needs to be filled in. Many people fill in their information incorrectly and nearly every visitor forgets to sign out of the logbook when they leave.
Do you feel the discomfort?
Let’s consider a different example.
greeting office visitors and taking care of them.
Greeting visitors to the office is an essential task on the administrator’s list of duties. The appropriate greeting can make the visitor feel welcome and warm, and leave a lasting first impression. In contrast, creating a negative impression can have an adverse impression on the business. The visitors will feel neglected when your administrative staff is busy with clerical tasks at the time of their arrival.
Do you remember when you felt abandoned when you entered an office and found nobody at the desk waiting to greet you? Other visitors will likely be waiting for no reason of their own.
You can see the direction this is heading? This isn’t how administrative support teams should function.
These tasks (and numerous others like them) are boring, tedious, and time-consuming, and therefore shouldn’t be part of the administrative duties. If they are, there’s no need to try to improve efficiency in their jobs.
Let’s alter this method.
Through automation, your team can concentrate on work that adds value to the administrative services you provide visitors for your company’s benefit.
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How to Provide the “Right Kind” of Administrative Support Services?
I think all of these tasks require a minimum of assistance or none even from the administration team. Automating the most mundane tasks will allow for the proper type of administrative support.
Gaurav Dhillon, the Founder and Chief Executive Officer of SnapLogic stated,
“Yet, we continue to face the issue of siloed information that causes employees to spend too much time doing repetitive monotonous tasks that reduce productivity in the workplace. This is particularly true in large companies such as those in this study which have many more departments, more systems, and larger projects than those in smaller firms.”
The presence of a digital receptionist at your front desk will assist in 90% of the tasks listed above.
However, certain tasks should always remain within the control of the administrator. For instance, all Direct Interactions should be under your supervision. The response to queries via email, chat, or phone is private and should not fall the responsibility of a bot.
In addition, providing the best services will benefit both your employer and yourself. Your efficiency increases and your employer will see more customers who are happy. Your productivity as an employee will move you one step closer to the next step of your career.
The best administrative support services can make your customers, visitors, and business satisfied, and at the same time. It’s a win-win-win situation for everyone. Make sure your team is aware of it and move toward it now.
