Administration Assistant

K1

Industry regulations, codes of practice, organisational policies, workplace practices, confidentiality, licences and legal requirements that might affect the organisation such as social media guidelines, security threats, data protection and GDPR.

K3

The role, responsibilities and impact this has on deliverables, stakeholders and key performance indicators.

K4

The sector landscape and its impact on the organisation and role for example technology, finance or compliance.

K5

Principles of corporate social responsibility (CSR) and ethics relating to the role.

K7

The impact of sustainability and environmental good practice on organisational activity.

K8

Software packages and their technical applications such as databases, spreadsheets presentation and communication tools.

K9

Principles of information and data retrieval, maintaining records and respecting confidentiality, in line with organisational policies and legislation.

K10

Principles of working safely, such as online, on site, venues and organisational premises, to meet requirements.

K12

Types and frequency of written communication with stakeholders and the impact on outputs. For example mass texts, mailshots, formal letters or emails.

K13

Principles of verbal communication. For example over the phone, in a meeting both online and virtual, formal presentations.

K15

Principles of time management and tools used to organise workload to meet deadlines.

K18

Sources of information. Methods to fact check, use and share information following processes, legislation or policy.

K19

Feedback mechanisms. How to receive feedback.

K20

The benefits of wellbeing and good working practices.

K21

Self-reflection models and techniques.

K22

Escalation processes such as security, software, customer service and complaints.

K23

Digital footprint. The impact of online activity and how this can make an individual or organisation vulnerable.

K24

The benefits of cloud services and platforms.

K25

Methods to seek clarification and help to complete assigned tasks within agreed timeframes.

K2

How organisation structure, vision and function affect the role.

K6

Approaches to diversity, equity, inclusion and the impact on stakeholders and organisational activity.

K11

Principles of data and information handling and storage including the importance of retention dates, systematic storage, backing-up and filing structure.

K16

Information and data retrieval. Required processes to undertake tasks for example compliance, GDPR, retention and deletion.

K14

Approaches to maintaining up-to-date knowledge of existing and evolving tools and trends.

K17

Quality assurance processes and how they impact on the role and organisation.

S1

Receive, retrieve, process, record and store information and data.

S2

Operate within organisational policies, standards and procedures and relevant legislation respecting confidentiality; adapting to operational changes as they occur.

S3

Use software packages and tools for example AI or automation to input and process data and information, to contribute to routine administration tasks in line with organisational policies and procedures.

S6

Plan and review administration tasks allocated by supervisor.

S7

Maintain professional relationships with stakeholders.

S9

Use agreed organisational systems and protocols to manage calendars, diaries and booking systems.

S10

Source information as requested by stakeholders, ensuring they are shareable. As examples client records, signpost to services or reports.

S12

Use communication tools to respond to stakeholders using professional language and organisational etiquette.

S15

Handle feedback following expected professional etiquette.

S16

Maintain wellbeing, accessing organisational support mechanisms if required.

S20

Seek clarification and help, when required, to complete assigned tasks within agreed timeframes.

S4

Handle and communicate information in line with organisational policies, procedures and security requirements.

S5

Recognise and rectify issues and escalate as required. For example stakeholder documents and reports, safeguarding concerns or abusive behaviour.

S11

Use continuing professional development including self-reflection to support current and future training and development needs.

S18

Use cloud services to share documents for use and or collaboration.

S17

Review and check own work.

S8

Monitor and report on the use of resources such as materials, equipment and supplies.

S13

Operate within agreed health and safety standards.

S14

Use time management tools to meet deadlines.

S19

Protect against security threats for example, strong passwords, two step verification, office tailgating and display of security passes or clothing that identifies secure workplaces.

B1

Team working to provide support. Collaborate with internal or external stakeholders to help achieve the goals of the organisation.

B2

Flexible and responds positively to changing work requirements or environments.

B3

Act upon and respond respectfully to feedback. Displaying commitment to personal and professional development.

B4

Acts in an ethical manner embracing equity, diversity and inclusion in the workplace.

B5

Professional in approach to work and internal or external stakeholders to meet the requirements of the organisation and codes of conduct.

B6

Focussed on the importance of delivering a quality service, identifying, meeting or exceeding key performance indicators.

B8

Committed to personal wellbeing and an awareness of the support and resources available to help them.

B7

Works sustainably ensuring resources are used efficiently and responsibly.