Whether you already work as an administrative assistant, or you’re hoping to break into the industry, developing your skills is always a worthwhile pursuit. The more skilled you are, the more likely you’ll get that dream job or promotion you’ve applied for.
So let’s take a look at some of the most valuable skills you can develop, that will set you apart from other administrative assistants and ensure you’re a true asset to any employer…
How to Develop Administrative Assistant Skills
Typing and IT Skills
The work of an administrative assistant is largely computer-based, so any skills you can learn or enhance in this area will be highly beneficial.
Administrative assistant is a fast-paced job, and so being able to type at speed is a skill that will help you to keep on top of everything you do.
If your keyboard skills are not up to speed, this is an easy skill to give a boost to. The more you type, the faster you’ll get, it really is that simple.
You can find speed tests online that will calculate your typing speed, so you can retest yourself regularly to check how well you’re progressing. These tests will also measure your accuracy, which is equally as important as speed. You’re aiming for 100% accuracy, at the fastest speed possible.
Keep at it, over time you will improve, and this will seriously raise your productivity.
There are many software packages that are commonly used within the field of office administration, and it will certainly pay to be well-versed in all of these.
While you never quite know what systems a particular business will be using, you can take a good guess that it will be one of the more popular business packages, and take training that covers all these options.
That way, you’ll always be able to dive right into a job, without having to take time out to learn something new.
You’ll find plenty of courses available, both in your local area and online that will cover both basic and advanced skills in the most common software.
Consider learning more about word processing, databases, spreadsheets, communications, file-sharing and accounts software.
Communication – written and verbal
Developing your communication skills will be beneficial in so many ways.
If you’re looking to break into a career as an administrative assistant, it could help you to write an excellent cover letter, and perform well in an interview situation. It will then allow you to perform your duties in the most professional and effective manner.
A good telephone manner is essential in this role, your voice could be the first point of contact for an important client, and so your communication skills need to be first-class. You may also have to deal with difficult situations and be able to keep your emotions in check. For example, if a customer is shouting at you, you need to be able to defuse the situation rather than yelling back or getting upset. Verbal communication can be practiced by roleplaying a variety of phone call scenarios with a willing friend.
Written communication is also crucial. When a customer cannot see or hear you, all they have is your written text. If they receive an email from you that is littered with spelling and grammar errors, it puts you, and the business you’re representing, in a very bad light. In short, badly written correspondence is unprofessional.
Spelling and grammar checkers can help, particularly with typos, but they are not always accurate and don’t spot 100% of mistakes. Learning more about the rules of grammar, and the correct way to lay out professional letters and emails can be a help. You should always, no matter how busy you are, read through everything you’ve written before you send it. If the document is particularly important, perhaps a proposal for a lucrative contract, you may want to pass it over to a professional proofreader to make sure it is absolutely perfect before you send it.
Organization and time management
Effectively managing your time and being well organized can make the difference between the office running smoothly, and everything being in total chaos!
If you’re the sort of person who runs around like a headless chicken all the time, you should either consider finding a different career or seriously work on your organizational and time management skills.
While these skills do come naturally to some, don’t worry, they can also be learned.
If you take a course in office administration, it’s likely that these skills be focused on at some point during the course, but you can work on them yourself too.
If you learn to organize and manage your time within your home, and in your life in general, it will become second nature, and you’ll easily be able to transfer those skills to the workplace.
Get into the habit of prioritizing tasks and writing lists. Ensure that nothing gets endlessly pushed off the end of the list as new requests come in. Get in the habit of recording the length of time regular tasks take you, and then you can more effectively schedule them into your day.
If you’re overwhelmed with work, learn to delegate.
If you tend to procrastinate, notice when you’re doing it and be proactive in breaking out of this habit. But don’t forget to take breaks, even when you’re very busy.
A break can reset your mind, and even though it seems counterintuitive, taking a few moments of time out can actually make you more productive in the long run.
Health and Safety
Earning health and safety certification can be an advantage for both you and your employer.
Often there are legal requirements in the workplace for an employee to be the designated first aider or to have knowledge of safe working practices in the workplace.
If you already have these certificates, a potential employer could see this as a convenient way to save a little time and money and make you a preferred candidate for a position in their company.
Gain experience
But perhaps the very best way to develop your skills is by doing the job.
That can seem easier said than done when you’re trying to get hired as an administrative assistant, but having experience looks good to potential employers and it is an excellent way to grow your skill set.
Consider volunteering your time in the office of a local charity or community group, or perhaps you know someone who runs their own business and could use a little help from time to time.
This is all experience you can add to your resume, and you’re bound to learn a lot too.
