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Office manager:Job description
Office managers organise and supervise all of the administrative activities that facilitate the smooth running of an office.
An office manager carries out a range of administrative and IT-related tasks, depending on the employing organisation. The work may vary from running the administrative side of a small employer's business as a sole administrator to overseeing the office work of numerous staff.
Although the work of an office manager differs greatly across organisations, they all have the responsibility for ensuring that their office runs efficiently. Job titles vary and office managers are often called office administrators, especially at more junior levels.
Typical work activities
The role varies according to the type of employer, the size of the organisation and the management structure, but activities typically include:
Personal assistant:Job description
A personal assistant (PA), sometimes called an executive secretary or personal/private secretary, works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. PAs help managers to make the best use of their time by dealing with secretarial and administrative tasks.
PAs need extensive knowledge of the organisation in which they work. They need to know who key personnel are (both external and internal) and understand the organisation's aims and objectives.
Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.
Typical work activities
Personal assistants (PAs) often act as the manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:
In addition to supporting managers, their team and departments, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:
Some PAs do all the secretarial work themselves, while others take responsibility for recruiting and training junior staff and delegate some of the less demanding and confidential work to them.
Secretary/administrator:Job description
ICSA is the international qualifying and membership body for the chartered secretary profession. With a global community of37,000 members, we provide chartered membership, training and a professional qualifying scheme to set you on the path to a diverse, challenging and rewarded career. Join The Institute of Chartered Secretaries and Administrators (ICSA).
A secretary or administrator provides both clerical and administrative support to professionals, either as part of a team or individually. The role plays a vital part in the administration and smooth-running of businesses throughout industry.
Secretaries/administrators are involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks and, in some cases, oversee and supervise the work of junior staff.
The role varies greatly depending on the sector, the size of the employer and levels of responsibility. Most work involves both written and oral communication, word processing and typing, and requires relevant skills such as IT, organisational and presentation skills, as well as the ability to multi-task and work well under pressure. In some cases, secretaries/administrators are required to have high-level qualifications and/or previous experience in specialist sectors, such as law, for example.
The role can often overlap with that of a personal assistant.
Typical work activities
Common tasks for the majority of secretaries/administrators include word processing, audio and copy typing, letter writing, dealing with telephone and email enquiries, creating and maintaining filing systems, keeping diaries, arranging meetings and appointments and organising travel for staff.
Depending on the sector, the role may also include many of the following:
Other duties may include:
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