Writing a job description for an administrative position typically involves defining the roles and responsibilities associated with the career. Entry-level jobs can be labelled as "in training" to indicate the next career step. Use your job description to recruit, interview and hire applicants. A good description helps match the applicant with the job and defines the level of accountability so the person can do their job well.
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List the tasks associated with the administrator in training job. For example, if the job involves administering training activities, list the types of work associated with registering students, arranging for classrooms, buying supplies and other activities. Describe the other activities associated with the job, such as scheduling classes, developing manuals, compiling data and generating reports.
Describe the types of programs the administrator may be responsible for over the course of a typical year. For example, if the job involves administering training activities, the programs might include new employee orientation, on-the-job computer skills training, coaching and mentoring programs or health and safety initiatives.
List tasks associated with the job that might require additional credentials or certifications. Provide guidance on how to obtain the additional training required to maintain the job role, once a probationary or training period is over. Indicate if company funding is available for these activities. List the benefits of pursuing the additional certification, such as increased pay, benefits or responsibilities.
List the resources available to support the administrator on the job, such as health and safety procedures, job aids or coaches and mentors.
Identify the general capabilities required to work in your company as an administrator, such as good communication skills, ability to plan and organise complex activities, prepare financial budgets and make decisions based on critical data. Describe any special skills and knowledge required to complete job tasks, such as computer hardware or software used exclusively by your company.
Describe how frequently the administrator can expect to receive reviews or evaluations. If possible, establish performance targets for each milestone.
List the hiring manager and any other groups the person will work with during an average day. Describe a typical work flow.
Review your job description with managers in your department as well as administrators currently performing the tasks to ensure you've described them accurately. A clear job description enables the hiring of the best person to accept the job.
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