Main Responsibilities and Required Skills for Administrative Support
An Administrative Support is a professional who provides administrative, clerical and general office support. They assist clients and resolve their queries and assemble data and prepare reports. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administrative Supports.
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Main Responsibilities of Administrative Support
The following list describes the typical responsibilities of an Administrative Support:
Administer
Administer the e-file & physical file integrity.
Administer the Site Mail Management Program.
Answer
Answer incoming calls promptly with proper etiquette.
Answer representatives' questions concerning the internal system, orders,.
Arrange
Arrange catering for employee, visitor and / or management meetings.
Assemble
Assemble data and prepare periodic and special reports, manuals and correspondence.
Assemble electronic application packages and post to secure website.
Assist in / Assist with
Assist as back up coverage for company phone lines.
Assist clients and resolve their queries.
Assist in facilitation of training for new clerical staff.
Assist in identifying opportunities for improving the security and data.
Assist in preparing educational curriculum.
Assist in the recruitment and training of claims assistants and systems administrators.
Assist in year-end processes entering deferred revenue entries via journal voucher.
Assist with processing of invoices and cheque requests if necessary.
Assist with sorting and distributing automatic status.
Assist with tooling status.
Assist with tracking and monitoring credit cards issued to customers.
Book
Book appointments into Connect Care schedule.
Build
Build and maintain solid relationships with our customers.
Carry out
Carry out administrative, operational and quality control measures, following up as needed.
Check
Check, sort and forward emails.
Collaborate
Collaborate with multiple departments to keep client information up to date.
Collaborate with the technical support teams to resolve RMA information discrepancies.
Collaborate with various departments internally like operations, sales and marketing.
Collect
Collect relevant demographic and care data from patients.
Collect and distribute agenda, take minutes and follow up on action items.
Compile
Compile / sort and verify accuracy of data to be entered.
Complete
Complete audits after pay processing complete to identify overpayments.
Complete
Complete Returned Goods Authorization forms and log and tracks.
Confirm
Confirm all visitors follow company required sign-in protocol.
Coordinate
Coordinate activities with external entities.
Coordinate assignment and set-up of new employee's work space and initial requirements.
Coordinate with and manage both domestic and cross border carriers.
Coordinate with the Testing Center Supervisor to address staffing challenges.
Create
Create and updates Microsoft PowerPoint slides.
Create files and updates filing systems.
Delegate
Delegate work to office support staff.
Develop
Develop and maintain a filing system.
Develop and maintains confidential and complex records and files.
Develop / maintain document delivery schedule for all program stakeholders.
Develop / maintain project job track / project files.
Develop travel itineraries in alignment with NCH standards.
Direct
Direct concerns or complaints to appropriate division and enters information into a database.
Distribute
Distribute documents and files as requested.
Distribute reports to appropriate individuals.
Download
Download and apply scanners in support of operations.
Draft
Draft correspondence, and in some cases, send correspondence on behalf of organizational leaders.
Ease
Ease of using the Internet.
Ensure
Ensure adequate monitoring of the various documents (e.g. contracts in SOLABS).
Ensure customer issues and escalations are resolved or further escalated as appropriate.
Ensure meeting rooms are stocked and cleaned on a regular basis.
Ensure smooth office operations by communicating procedures, policies, and events.
Ensure strict adherence to security and confidentiality guidelines of HIPAA.
Ensure to have all required information for each client's dossier.
Ensure you are legally entitled to work in Canada.
Enter
Enter and manage orders from clients by phone and email.
Establish
Establish a work environment that promotes health and well-being.
Establish work priorities and ensure procedures are followed and deadlines are met.
Facilitate
Facilitate product and shipment compliance requirements for applicable retail orders.
File
File and correspond with clients.
File management & storage.
Follow up
Follow up on all unreturned devices to decrease time for product returns from customers.
Follow up on emails and distribute the emails to the appropriate analyst.
Gather
Gather and compiles information as required, such as client information statistics.
Generate
Generate various systems reports in order to document updated status of activities and complete.
Gift
Gift inventory management for client sets, suppliers and employees.
Handle
Handle confidential information relevant to corporate financial and operational matters.
Identify
Identify gaps in data availability, and define and implement solutions to close the gaps.
Inform
Inform therapists and psychiatrists of arrivals and directs the families to the waiting room.
Keep
Keep minutes of Health & Safety meetings and maintains history of meeting minutes.
Keep up to date on policies and procedures related to faculty and sessional hiring and retention.
Log
Log Workers compensation injuries into accident injury log, files reports as directed.
Maintain
Maintain a high degree of accuracy regarding all details.
Maintain all proper paperwork associated with transportation.
Maintain and understand all materials necessary to oversee the department process.
Maintain and updates Residency shared drive files.
Maintain consistency with clients, staff, visitors and the public.
Maintain Leaders' RAID logs.
Maintain list of resident research publications and conference posters.
Maintain open lines of communication with the President as well as additional staff as needed.
Maintain polite and professional communication via phone, e-mail, and mail.
Maintain records and filing systems.
Maintain the conference room schedules with meeting reservations.
Maintain the files for current projects.
Maintain trackers daily and monitoring monthly reports to ensure compliance.
Maintain up-to-date organization charts.
Maintain working operation of multi-line telephone system, photocopiers, printers, and fax machines.
Make
Make arrangements for staff orientation and training sessions.
Make catering arrangements.
Manage
Manage and coordinate confidential student files.
Manage and offer customer service to internal, and external clients.
Manage client greeting cards.
Manage corporate expenses via defined process.
Manage direct to customer orders through multiple systems, email and phone correspondence.
Manage safety documentation and records.
Manage the Site's Directives Program i.
Meet
Meet weekly quota (screen potential customers).
Monitor
Monitor and action various Queues within Loss mitigation teams.
Notify
Notify Human Resources Generalist when disciplinary action is required.
Open
Open and distributes the department's mail.
Operate
Operate copying equipment, fax machine, and other office equipment.
Operate with general instruction and some supervision.
Order
Order supplies as needed.
Outsource
Outsource patents for proofreading by a service vendor for clients upon request.
Oversee
Oversee inventory and faculty / student borrowing of unit's electronic devices and media.
Oversee the effective and efficient daily operation of administrative services.
Participate in
Participate in industry or company sponsored initiatives as requested.
Participate in the development, communication and implementation of relevant policies and procedures.
Perform
Perform backfill duties for absent coworkers.
Perform clerical tasks including data entry, filing, photocopying, scanning etc..
Perform other duties related to the core functions of the role.
Perform other related duties as assigned by the supervisor.
Perform other related duties as needed.
Perform timekeeping and related duties using an automated reporting system.
Perform various reconciliations.
Prepare
Prepare and disseminate presentation material.
Prepare and distribute meeting minutes.
Prepare and distributes minutes of meetings.
Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
Prepare a variety of routine correspondence and / or form letters.
Prepare data for quarterly programs.
Prepare excel upload files.
Prepare parts price quotations.
Prepare presentations, reports, spreadsheets and other documents as required for the project needs.
Prioritize
Prioritize workload, meetings, and appointments to meet work unit operations.
Proceed
Proceed with all day-to-day functional specific operations, and applies IT systems.
Process
Process all terminal orders.
Process credit references.
Process receiving trailers, store request for goods not for sale and vendor displays.
Process receiving trailers, store requests for goods not for sale, and vendor displays.
Process subpoenas from the courts and Social Security Administration.
Produce
Produce action items / minutes from meetings.
Produce cybersecurity assessment reports linked to each test event.
Produce letters, memos, reports, and other electronic material.
Provide
Provide accurate and complete note taking.
Provide administrative, clerical and general office support for the Company.
Provide administrative support for 7 Internal & on - Site Royal College Reviews.
Provide administrative support such as typing, filing, organizing meetings, etc..
Provide clients with photocopying and faxing assistance as required.
Provide communication support between Vendor, Administration and Customer Service Department.
Provide feedback if challenges in workflow discovered.
Provide non-confidential information and responds to general inquiries.
Provide recommendations to gain efficiency in administrative processes.
Provide status to the various stakeholders on the progress of the supply of the equipment.
Provide various office management tasks such as ordering office supplies.
Provide web research as needed.
Receive
Receive and screens calls and relays messages accurately and to appropriate staff.
Request
Request credits from vendors when necessary.
Request labels for and create new paper files in conjunction with Records department.
Resolve
Resolve incidents and fulfill requests.
Resolve billing / invoice discrepancies.
Respond to
Respond and refer to inquiries.
Route
Route calls to appropriate persons.
Schedule
Schedule and confirm clients, send out appointment reminders, and establish and maintain clinic flow.
Schedule appointments with new and existing clients.
Schedule office equipment maintenance.
Schedule appointments for department staff.
Schedule meetings and arranges appointments.
Schedule room bookings and Videoconference equipment.
Send
Send out Statements of Accounts according to Replacement Regulations.
Send the packing lists to the different warehouses.
Sort
Sort mail and deliver to appropriate individual.
Stock
Stock incoming orders and monitors use on a daily basis, replenishing as necessary.
Supervise
Supervise clients while transporting.
Support
Support and ensure all policies and procedures are being followed.
Support a team of about 10 people.
Support corporate and project compliance policies and procedures.
Support team including supervisor which reports to the Director of Administration and Planning.
Support underwriting practices with data entry tasks.
Support various Health and Safety Services committees.
Track
Track research projects approvals and spending.
Track the process to ensure that deadlines are not missed.
Triage
Triage referral, books appointment in RIS and ensures any tests required before patient appointment.
Update
Update social media channels and website content as needed.
Update teacher and staff contracts as needed.
Utilize
Utilize PeopleSoft to search and obtain financial data, prepare journal entries.
Verify
Verify patient eligibility as it relates to healthcare coverage.
Verify and designate appropriate accounting classification for each transaction.
Verify data entered and follow ups.
Work with
Work various workstreams throughout the day.
Work well with others in the spirit of teamwork and cooperation.
Work with travel agents, airlines, and others regarding planning and customer service issues.
Write
Write and distribute email, correspondence memos, letters, faxes and forms.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administrative Support:
Data Entry
MS Outlook
MS Office
Administrative Duties
Scheduling Appointments
Administrative Support
Business Administration
Keyboarding
Medical Terminology
Sharepoint
Email
Access
Administration
Office
Administrative Work
Netcare
Office Administration
Typing
Walking
Standing
Supervisory
Business Environment
Communications
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administrative Support:
Written and oral communication skills
Organizational capacity
Attention to detail
Problem-solving attitude
Work independently with little direction
Interpersonal skills
Time-management
Multi-task
Accurate
Flexible
Analytical ability
Priority management
Team player
Bilingualism
Organized
Adaptable to changes
Initiative
Detail-oriented
Work under pressure
Leadership
Maintain confidentiality
Professionalism
Confident
Critical thinker
Decision-making
Meet deadlines
Collaborative
Positive attitude
Discretion
