How to Become an Administrative Manager

What do Administrative Managers do?

An Administrative Manager would typically need to:

• Plan and organise administrative procedures to ensure smooth, secure, efficient, and productive enterprise operations; allow businesses to achieve their goals while adhering to rules, procedures, protocols, and legislation.
• Identify and capitalise on opportunities to improve company operations and optimise administrative processes.
• Pay attention to the company’s key and little operational aspects to avoid missing anything crucial that requires attention.
• Supervise and lead the administrative department as well as the support staff of office clerks, assistants, and secretaries in their many day-to-day tasks throughout the organisation.
• Maintain and repair buildings, plants, equipment, and safety devices, as well as arrange for electricians, plumbers, and other professionals.
• Ensure that security, cafeteria and transportation services work smoothly and in accordance with regulations and corporate rules.
• Monitor the inventory of office supplies and stationery; acquire replenishments or new materials in accordance with the budget; and ensure appropriate and timely resource delivery.
• Meetings, presentations, conferences, interviews, induction & training sessions, performance reviews, workplace functions, and promotional activities must be scheduled and organised while adhering to budgets and timelines.
• Assess and project staffing needs; recruit, train, and assess administrative employees; take appropriate disciplinary action; allocate tasks to administrative assistants and manage their schedules and workloads to ensure maximum efficiency and output
• Promote and enforce the company’s equality and diversity policy.
• As needed, assist the organisation in covering for staff absences or workload peaks by utilising temping agencies.
• Maintain online and paper file systems to safely, quickly, and efficiently collect, store, and retrieve information.
• Carry out clerical accounting chores to assist the finance department; supervise the budgeting of the administrative department; assist other managers in budget preparation and reporting by monitoring costs and spending; handle payroll and other payments
• Examine present administrative systems; devise methods for simplifying and improving operations and administrative systems; maintain policy and procedure manuals
• Review and amend health and safety policies, and guarantee that they are followed.
• Use office and other appropriate software and tools, such as databases and spreadsheets, to increase administrative efficiency while adhering to data protection rules and business policy.
• Organise, chair, or participate in administrative department meetings; write the agenda and take minutes, depending on position seniority; Inform team members of their role in meetings or projects, as well as how to prepare for it.
• Create presentations for senior executives and prepare and analyse operational reports.
• To achieve organisational goals, foster and maintain inter-departmental and cross-functional coordination.
• Initiate and manage unique projects, keeping track of progress towards goals.
• Maintain consistent, accurate, and timely information flows both internally and externally.
• Answer client questions and complaints by phone, email, or in person.
• Organise reduce, reuse, and recycle programmes and adopt energy-saving methods and procedures to meet the company’s environmental responsibilities.
• Manage the organization’s social media.
• Keep up to date on new legislation, organisational changes, business and industry trends, and pertinent technical advances.

Standard Work Environment

Administrative Managers often work on-site in corporate and government offices, either as individuals or as part of a team. Depending on the size and structure of the firm, your function may be paired with another office-based role, such as an HR/finance/marketing assistant, or it may be specialised. While working from home is possible to some extent, Administrative Managers must be on-site regularly.

Although travel is less frequent in this function than in other managerial positions, you may be asked to visit other locations or branch offices owned by your company on occasion, as well as attend training courses or conferences.

Work Schedule

Administrative Managers normally work full-time, while part-time and job sharing opportunities exist. While 35 hours per week is the norm, you may occasionally work more than 40 hours due to occasional overtime labour. Busy times are characterised by early beginnings and lengthy days. Working in facilities management may require you to respond to emergencies at any time. Meetings or project work may also necessitate extra effort.

According to research, the younger generation values flexible hours and favourable telework regulations more than money. Employers are more prepared to give talented employees the opportunity to adapt their schedules to meet employment needs.

Employers

Finding a new job may appear difficult. Administrative Managers can improve their job search by soliciting referrals from their network, contacting firms directly, using job search platforms, attending job fairs, leveraging social media, and contacting staffing agencies.

Administrative Managers are generally employed by:

• Manufacturing & Engineering Firms
• Service Providers
• Large Corporate Firms
• Small Businesses
• Financial Firms
• Legal Firms
• Building & Construction Companies
• Healthcare Facilities
• Educational Institutions
• Government Agencies
• Public Utilities 
• Charities & Social Work Organisations
• Entertainment, Creative, Media & Leisure Companies
• Transport Companies
• Distributors, Wholesalers & Retailers
• Hotels & Resorts
• Security Services

Unions / Professional Organizations

Professional associations and organisations, such as the International Facility Management Association (IFMA), are essential for Administrative Managers who want to further their professional growth or interact with other professionals in their sector or trade.

Professional groups offer their members a variety of continuing education programmes, networking opportunities, and mentorship services. Membership in one or more of these organisations adds value to your CV while strengthening your credentials and qualifications.

Workplace Challenges

• Establishing effective communication is difficult since each team member has a distinct personality, and there is always the possibility of misunderstanding.
• The pressure to deliver results even at the start of their role and constantly ensure that departmental operations run smoothly as does the organisation
• Managing time as they must oversee team members while carrying out their other duties and meeting targets
• Delays in decision-making by higher management impede the timely execution of projects and their progress
• Communicating courteously at all times and dealing with difficult team members or colleagues
• Knowing how to handle any problems before they become significant difficulties appropriately
• Providing stability during turbulent times, especially due to the uncertainty caused by potential redundancies
• Striking a balance between putting up exceptional performance and caring for your well-being and that of your team
• Staying aware of changes in legislation; ensuring compliance with regulations, culture compliance, conduct compliance and data security
• Keeping pace with rapid technological developments

Work Experience Suggestions

Any academic programme that a prospective Administrative Manager pursues usually includes a term of supervised experiences, such as an internship. Administrative Managers will profit from assignments outside of the classroom that corresponds to learning within. One can learn a lot from more experienced professionals’ stories and gain valuable hands-on experience when they turn seemingly normal occurrences into unique learning opportunities.

You can gain leadership abilities while studying by participating in extracurricular activities or leading a team of volunteers. Summer internships, part-time entry-level work, or short-term paid/volunteer work provide a taste of the career, vital insight into how a firm or institution functions, assist create useful relationships, and boost one’s chances of landing a permanent job.

The experience may also aid in determining if the public, private, or voluntary sectors are most suited to achieving one’s goals. The career services department at your educational provider can provide information about suitable opportunities for work placements, internships, and volunteer work in a variety of areas.

Following graduation, prospective Administrative Managers must often gain three years of relevant job experience in administrative or other areas that demonstrate managerial, leadership, and teamwork qualities. If facilities management is your major responsibility, you must be knowledgeable in business operations, building maintenance, and project management. Some businesses may accept appropriate leadership experience in lieu of a degree.

Even if you are still in high school, you can ask a teacher or a counsellor about appropriate job-based learning opportunities in your school or community that can help you connect your educational experiences with real-life work.

Join some groups, try some hobbies, or volunteer with a worthwhile organisation to have fun while learning about yourself and being guided towards a future job.

To demonstrate your devotion to course providers and future employers, read about the profession and interview or job shadow specialists working as Administrative Managers.

Recommended Qualifications of Administrative Manager

A bachelor’s degree is normally required for aspirant Administrative Managers. Candidates with only a high school education or equivalent, on the other hand, can sometimes move to managerial positions if they can compensate for their lack of a degree with experience in a technical or facilities management capacity exhibiting leadership and teamwork.

While you can major in any field, a bachelor’s degree in business administration or management, facilities management, human resources management, information technology (IT), or public administration is recommended. Accounting, administrative and human management, and data processing courses at the college level are all beneficial. People who are unable to attend college might take advantage of a variety of home-study courses.

It is important to remember that completion of a certain academic programme does not ensure admittance into the profession. Professional qualifications and transferrable skills, on the other hand, may open more than one door.

Before enrolling in a specific programme, do your homework and investigate all available possibilities for education and career. Associations and employers in your field are reliable sources that can help you make an informed selection.

Certifications, Licenses and Registration

Certification normally requires a mix of education, experience, and examination, though criteria vary by location. It can help you stand out in a competitive work market, carry a large wage premium of up to 18%, boost your prospects of progression, and become an independent consultant if obtained from an objective and reputable company. By including a Code of Ethics, successful certification programmes defend the public welfare.

Although most Administrative Managers do not need certification or licences, the Microsoft Office Specialist Certification (MOS) is a helpful credential. Several professional bodies provide relevant certifications, such as the International Association of Administrative Professionals’ (IAAP) Certified Administrative Professional (CAP) and the International Association of Administrative Professionals’ (IIAP) Certified Associate in Project Management (CAPM).

You can also obtain the HR Certified Professional (IPMA-CP) designation from the International Public Management Association for Human Resources (IPMA-HR), which is in the process of rebranding as the Public Sector HR Association (PSHRA).

Other professional bodies that provide relevant certifications for Administrative Managers include the International Facility Management Association (IFMA), which focuses on facility management credentials, the Institute of Certified Records Managers (ICRM) for those responsible for managing company records and information, and ARMA International for those specialising in information governance.

Expected Career Path of Administrative Manager

Career advancement is driven by performance, experience, and the acquisition of professional certifications. Employees who consistently deliver above-average results may be eligible for advancement every two to three years.

Administrative Managers generally start as assistants and work their way up to positions of supervisory responsibility, managing big teams of people. With enough experience, you may be able to advance to senior management positions in your organisation and possibly become the Head of the Administrative Department.

In some firms, Administration Managers may advance to the position of Chief of Staff, assisting top executives in organisational decision-making, directing project management, and heading administration and people management tasks.

If you have specialised credentials in finance, human resources, or strategic development, you may be assigned to oversee a team or department with more staff and increased responsibility. You could, for example, advance to leading a financial team or even managing the entire finance department.

Some Administration Managers establish their own companies. Their broad abilities and multifaceted expertise qualify them to work in a variety of sectors. They may also work for other organisations as Management Consultants.

A growing number of millennials are opting to job hop and build a scattershot resume that demonstrates ambition, enthusiasm, and a willingness to master a wide range of skills in order to expedite their career progress and personal development.

Studies show that job hopping, which was formerly considered a “flaky” activity, might lead to increased work satisfaction. Employees looking for a healthy culture and fascinating work are eager to try out different roles and settings while learning vital, transferrable skills.

Job Prospects

Candidates with the requisite IT and leadership abilities, expertise in facilities management or technical jobs, and qualifications in financial management or business administration have the best job possibilities.

Beneficial Professional Development

CPD will assist an active Administrative Manager in developing personal skills and competency through work-based learning, professional activity, and other means.

Whether traditional schooling or self-directed learning is used. It enables you to always improve your skills regardless of your age, career, or degree of expertise.

To begin, you may obtain on-the-job training through formal management trainee programmes, spending the prescribed training time in each department of the organisation to learn how they work. Experienced managers will usually surprise you and teach you about the company’s policies, procedures, databases, and content management systems.

In larger firms, additional training may be provided in-house or outsourced to external companies. Administrative Managers may benefit from training courses in team management and leadership, recruiting and selection, performance reviews, marketing, stress management, time management, equality, diversity, and health and safety legislation.

In smaller firms, you may need to take the initiative and decide your CPD requirements. Your employer’s funding will be determined by the company’s training budget.

External training classes or conferences can help you create a network of specialists who can recommend the next helpful course for you to take, suggest you for a new job, or assist you in finding the proper vendor for your company’s needs.

Professional society membership allows you access to the most recent news, events, and training discounts. It allows you to network with Administrative Managers and employees from various firms. The professional organisation may also offer a variety of qualifications and certificates to help you advance to higher management positions in office administration.

If you do not have a higher level of administration training, you can pursue continuing education (CE) by pursuing a certificate, associate or bachelor’s degree in business, administration, human resource management, or a similar field. You can also pursue further degrees, such as a Master of Business Administration (MBA).

Conclusion of Administrative Manager

Exceptional Administrative Managers use available resources to help achieve organisational goals, allowing their companies to function “lean and mean.” They must frequently swap positions as multitasking professionals, from leading an initiative to resolving a contingency, within the hour or during the day. They must make well-considered compromises and balance their organization’s current and future demands, capabilities, and goals, all while guaranteeing smooth daily operations.

Advice from the Wise

To handle difficult IT duties, hone your skills with Office and other essential software. Improve your communication abilities so that you can communicate between departments or represent your organisation to clients. Always keep your tone, language, and decorum in mind, and listen carefully.

Your ability to anticipate business needs, take proactive steps to meet them while working autonomously, and be resourceful in the face of unexpected problems make you an asset to your firm. To meet deadlines, prioritise your work and manage your time effectively.

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