How to succeed a good administration manager?

The successful administrative professional has a wide variety of skills, characteristics and qualities. In total, 9 core competencies can be clearly defined:

1. Adaptability

• Demonstrates flexibility in the face of change
• Projects a positive demeanor regardless of changes in working conditions
• Shows the ability to manage multiple conflicting priorities without loss of composure

2. Organization

• Time Management: Determines the appropriate allocation of time
• Space Management: Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)
• Task Management: Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

3. Proactive

• Demonstrates the ability to foresee problems and prevent them by taking action
• Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs

4. Communication Skills

• Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills
• Oral skills: Speaks with confidence using clear, concise sentences and is easily understood
• Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors
• Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business

5. Client Service

• Interacts professionally with clients and associates at all times
• Promptly responds to requests with accuracy and a courteous demeanor

6. Business Understanding

• Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates

7. Team Player

• Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals

8. Computer/Technical Skills

• Displays proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.
• Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

9. Judgment

• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
• Swiftly refers problems/issues to the appropriate person(s) when necessary
• Works effectively without constant and direct supervision or guidance

Administrative managers oversee the support operations of an organisation. They ensure that there is effective information flow and that resources are employed efficiently throughout a business.

Strong administrative managers are organised and detail-orientated with good analytical skills to run day-to-day operations. They value the point-of-view of those who are expected to operate often complex systems. With the speed of change in business, it is important for administrative managers to stay up to date on developments in the business and office environment.

Administrative managers generally work with a large array of people and may be leading teams where effective people management comes into play.  A professional in this position may provide support to an entire company, or in organisations with multiple administrative managers, each one may be responsible for a particular division or department of the organisation. Daily support can involve working with entry level employees to senior management, as well as liaising directly with clients and suppliers.

An administrative manager can also add value to an organisation by challenging the effectiveness of established procedures.  It is an important position for identifying out-dated practices and developing continual improvement processes for the organisation.