Searching For an Administrative Job? Here are 6 Skills You Must Have

Searching For an Administrative Job? Here are 6 Skills You Must Have

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Administrative positions are one of the most available jobs you can find.

Every organization no matter the industry needs an admin person working behind the scenes to ensure everything is in place. The support duties administrative staff performs, make them more or less the oil that steers the wheels of every organization. Failure to perform certain tasks like stocking up office supplies, managing and communicating information, completing paperwork in time, making travel arrangements, etc. usually slow down operations of units depending on them to function.

What makes a good administrative staff?

There will always be skills specific to this role. To nail that interview you must demonstrate that you have the said skills.

Gird up, let’s walk you through these skills.

  1. Good Organisational Skills:

To help your boss organise and keep track of his schedules, you must first be able to do so for yourself. You will be expected to handle many details and challenging situations all at once. Be on top of your game by learning the hack of planning your day and schedule using google productivity apps such as calendars programs, to-do list apps, google hangouts, messaging apps, etc. Develop a system to set aside completed and uncompleted tasks to prevent clutter, coordinate the flow of paperwork around the office, and manage your time properly, etc.

  1. Multitasking Ability:

Most part of your job as an administrative staff will require you efficiently juggle between many activities and still keep a cool head without crumbling under pressure. You don’t want to give your boss the impression that you can’t come up to speed with the needs of the office or you’re a sloth who can’t handle more than one simple task at a time.

  1. Basic Computer Skills:

Proficiency in basic computer programmes is a top requirement if you must shine as an administrative person. Employers want to see that you can type, edit and format documents, use Microsoft PowerPoint, Excel spreadsheet, Access, Outlook, Keynote, Numbers, etc. to process data, manage databases, prepare presentations, budgets or present financial information, etc. These tools drive business productivity, therefore, being able to use them increases your value to the organization.

  1. Stamina to Work Under Pressure:

You will be expected to deliver on strict deadlines and it is your duty to ensure whoever you are giving support duties does not miss any given deadline. You must be on your A-game at all times.

  1. Writing and Proofreading:

Learn to prepare documents to meet standards. Your reports must be excellently written without typos or grammatical errors. Know how to write cutting edge reports, minutes, memos, emails, newsletters, and how to use apps such as Grammarly, or Plagiarism Checker to proofread your write-ups for possible errors.

  1. Management and Problem-solving Skills:

If your job is to support a top executive, you must learn how to coordinate and manage the affairs of other clerical staff like the typists, receptionists & cleaners, handle their request on your boss’ behalf or delegate work to them. An effective assistant troubleshoots conflicts among other office personnel, works with vendors to keep office supplies in stock and changes the boss’ schedule when need be not  forgetting to communicate same to him and the people concerned.

9 Negative Body Languages That Can Ruin Your Job Interview

9 Negative Body Languages That Can Ruin Your Job Interview

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After weeks of uncertainty and waiting, Alice was called for a job interview in a company she has been applying to. She covered her tracks well, read up all there was to know about the job and the company, and practiced her interview questions and answers. Although the role she interviewed for was a highly competitive role, she went prepared. She answered the questions thrown at her correctly. But what she didn’t know was that the interviewer had this to say on her performance report sheet.

“Alice has the paper qualifications for the role, but she left an impression that she does not have an open personality and may have a hard time relating with clients and vice versa considering this is a customer service role.”

The above is an illustration of how a jobseeker lost a job opportunity because of a negative body movement she probably didn’t even know she was exhibiting.

Your body language can knowingly or unknowingly affect your chances of getting hired. Considering there are tons of qualified candidates vying for the same job you are, it behooves you to leave no stone unturned as you step into that interview room.

Here are body language mistakes you may be making and should keep in check next time you attend an interview.

  1. Keeping an expressionless face – Don’t get the recruiter feeling uncomfortable with your aura as this may give them the impression that you may not be a trustworthy person. Let a little enthusiasm and excitement/passion be seen in you.
  2. Shifting or slouching in your seat – Even if you can’t wait to finish with the interview and skip over to the part where you know your fate. Do not give the interviewer the impression that you are bored or tired even if he goes on and on with several lines of questioning.
  3. Avoiding eye contact – This can make the interviewer think you are dishonest or nervous
  4. Biting your lips – Doing this can make you look anxious or nervous
  5. Scratching your head – If you do this anytime the interviewer asks you a question, he/she will take it that you are confused and don’t know what you are doing.
  6. Flaring nostrils – This will only make the interviewer think you are angry and frustrated with the whole process
  7. Folding your arms – Don’t do this at any interview, if you do not want to be perceived as being angry, defensive and negative
  8. Raising eyebrows – This will make the interviewer think you are unimpressed, surprised or unprepared
  9. Tapping feet – This will pass the message that you are impatient, bored, anxious or nervous

As you tell the recruiter how much of an asset you will be to them, do not let your body tell them something else.

Good Luck!

Basic Rules Of Writing A CV

Basic Rules Of Writing A CV

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There is a big difference between spoken and written English. While you can speak without paying much attention to grammar and spelling rules, it is not the same with writing.

When writing you are conveying your thoughts to the reader via blocks of texts. Therefore, you must observe all writing rules so your reader can understand the message you are trying to pass across. The purpose of a CV is to grab the attention of employers telling them “Hey, I am the one you are looking for. Hire me!”

To avoid making numerous writing blunders on your CV, read this carefully.

What makes up a good sentence?

  1. Always start a sentence with a capital letter
  2. Do not write in all caps for large amounts of text. It’s distracting, hard to read and it looks like you’re shouting at people!
  3. End a sentence with a punctuation mark Eg. A full stop (.) or an exclamation mark (!) or a question mark (?)
  4. Use a comma before any conjunction that links two independent clauses. e.g and, but, for, or, nor, so, yet.
  5. Use a comma after a word or sentence that cannot stand on its own
  6. Maintain finger spaces between each word. No too much white space
  7. Start with action verbs like “Delivered,” “Achieved,” “Produced,” etc.
  8. Keep sentences short
  9. Use bullet points for achievements so they are noticed.
  10. Break down information into bits rather than having large blocks of text.
  11. Maintain the use of plain English. Do not use ambiguous words
  12. Don’t rely only on spellcheckers, read through your CV.

 Dos and Don’ts

  1. Do write a personal profile, career summary or objective
  2. Do get your tenses right. If you are employed write the responsibilities and accomplishments in your current job in the present tense. E.g. Delivering, Handling. If you are writing about a past job, use past tense. E.g. Delivered, Handled.
  3. Do show the most important achievement first, starting with the quantifiable accomplishment. For example, “Increased sales revenue by 60% .”
  4. Don’t use humor, slangs, or profanity on your CV. No matter how ‘casual’ the potential company’s culture is, your CV must portray professionalism.
  5. Don’t forget to list your qualifications
The Benefits of Providing Financial Education for Your Employees

The Benefits of Providing Financial Education for Your Employees

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Emotional, physical and mental wellness are all important for employees to succeed in the workplace but how about financial wellness?

Money problems have been noted to be a major cause of stress and this can affect the productivity of your staff. Many of them are nervous about their financial future and don’t know where to learn how to manage finances or find available options. When they are deep in debt and money isn’t coming in as expected, it may take a toll on their health and thus affect focus on work. Therefore, financial education is very important.

5-Step Strategy To Getting Job References

5-Step Strategy To Getting Job References

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A referral is one of the best sources for finding new career/ business opportunities and securing job interviews. Though getting a referral might not automatically land you a new job, you will have a better chance of getting hired if a reputable person refers or recommends you for a position. It opens a pathway for you to demonstrate that you are worth being given a shot.

Here is our 5-step strategy for getting referrals.

  1. Stay in the radar:

Social media has made it quite easy to keep in touch with industry professionals and follow up on job openings as they pop up daily. Leverage on your social media accounts to reach out to top-level executives (influencers) that may be instrumental to your getting picked for the position. Send a creative intro to them detailing what you do and your value proposition accompanied with a CV. Check-in once in a while to make sure they don’t forget about you in their busy schedules but be careful not to act like a pest.

  1. Build Trust:

You can get referred for a job without necessarily practicing pushy sales pitch. This can only happen if you build confidence in people. In your daily relations with others, build confidence and trust through your actions. If you ever get a chance to serve in any capacity, be diligent and deliver what you promise and when you promise. Do not overpromise and under-deliver.

  1. Create value in your current role:

Make every job you do or the role you play outstanding. Always keep in mind that your job is important and contributes to the overall success of the company. If you do not take your job seriously, it will reflect on the output through your careless attitude towards it. Add an extra touch to any task you are given to perform. This reinforces point 2. Having a quantifiable track record of value-added makes it easy for you to be recommended for other open positions within the workplace or even for a promotion.

  1. Provide a solution:

Take the bull by the horn and be proactive. Get in touch with a resource person in a company you would love to work in, identify their current need or challenge, map out a possible solution then write a proposal for them giving hints on your idea then request for a one-on-one to provide a breakdown of your idea if they are interested.

  1. Attend and network at industry events:

Attend industry events and be on the lookout for employers or company reps whom you think may be of help. Go prepared to deliver an elevator pitch whenever an opportunity presents itself. Angle to see if there are any opportunities they can refer or recommend you to.