What Do Hiring Managers Really Look For When They Fill Office Admin Seats?

It can be easy to forget just how important support in the office can be! Without a front of house or filing assistant everything will slow down considerably. If you're looking for skills for clerical job and unsure about the skills needed, fear not! Many people ask this question and the answers found aren't really specific. Many people also look for sales roles near me as many office roles require no prestigious qualification. As long as you're aware that both of these can lead you somewhere, then you're ahead. We speak to many job seekers daily at Elite HR Careers and they often ask questions about clerical roles and how important they are. People often think clerical roles are purely about typing and answering the phone but they are so much more. They are about organisation, keeping everyone calm and ensuring nothing slips through the cracks. This article tells you everything you need to know about what employers want, what you can learn easily and how to showcase your skills.

Basic Computer Skills

Having basic computer skills will be required. You don't need to be an expert but you should feel comfortable using Word, Excel, Email and Calendar. Many hiring managers will ask you to complete a quick typing test and/or spreadsheet. Don't worry- if you're not great with Excel, spend a weekend learning some free tutorials and get into the habit of sorting columns, creating simple formulae and formatting your spreadsheets. Typing speed isn't quite as important as accuracy. Whilst someone can type 60 words per minute, if they make ten mistakes they are worse than someone who can type slower but with accuracy. Become familiar with Cloud based tools too. Google Docs, Shared Drives and Scheduling Tools are becoming more common within offices. If you can say you have some experience within these then you're already ahead of half the candidates. Be honest within your resume. If you say you have advanced Excel skills but really only know how to use the sum function then this will be obvious within five minutes.

Communication Skills

Many people underestimate this. You'll be answering emails, taking messages, greeting people and sometimes soothing angry customers. How you communicate will show how trustworthy you are for the front of house. Keep your emails short and to the point. What needs to be said? When needs to be said? Keep it simple. When taking calls, speak slowly, smile (even if they cannot see) and repeat important details. Half of mistakes within offices come down to not listening properly. If you're looking to progress into a customer facing role such as sales then these habits will transfer across. Being able to speak clearly and listen will help you. Employers will notice this within the first two minutes of interviewing you.

Attention to Detail & Organisation

This is where good clerical staff stand out from average clerical staff. Attention to detail is important. Getting the date wrong on an invoice, filing incorrectly or getting a phone number wrong by one digit can cause huge headaches. Employers want someone who will double check. Get into the habit of using checklists, labelling properly, having a tidy desktop and digital folders. When filing, think how easy it will be for someone to find this document in six months time. This is gold! Time management is also important. Often you will be juggling five small tasks with varying deadlines. Someone will always say theirs is urgent. Learn to prioritise what is actually urgent. This is a skill and will take practice. When interviewing, a short story about how you noticed an error before it caused an issue will help you more than any buzzwords.

Soft Skills

Whilst job adverts will mention software and experience, they rarely mention soft skills which will determine if you get the job. Being reliable is important. Arriving on time, doing what you said you'd do and informing someone as soon as something goes wrong. Discretion is also important. Clerical staff often come across confidential information such as payroll and client records. You must not speak about this. Being adaptable is important. Offices often change systems, priorities from your boss and the software they introduced on Monday may not be there by Spring! If you can take it in your stride and learn the new software then you are valuable. Teamwork is important. Even though you may be sat at your own desk most of the time, you will rely on drivers, sales, managers and accounting and they will rely on you. At Elite HR Careers we often hear employers saying they can train you on software but they can't train you to care.

How to Showcase Your Skills

Try to keep your resume to one page. Start with a short summary. Two to three sentences. List your experience, including any numbers. E.g. Handled 40 customer calls per day. Managed filing for 3 departments. Reduced invoice errors by reducing them with a new checklist. Numbers will stick in the hiring managers mind. Make sure your wording matches the job posting. Many companies use software to scan for key words. If the job posting mentions scheduling, data entry and records management and you have done these, use these words. Don't copy and paste the whole advert- this looks lazy. Keep it simple. No fancy fonts. Add a line about what software you know. Get someone to proofread!

Sales Roles

Many people will look for sales roles near me whilst looking for office roles. This is because many entry level sales roles offer a base salary with commission, they often have lots of vacancies and you don't need a degree. Inside sales and sales support roles are very similar to sales jobs hiring near me roles. You will have the same basic computer skills, communication habits and organisation. However sales can be stressful. There are targets to meet and some people love it whilst others don't. Give it a go! If you enjoy chatting to people and can cope with a few rejections then this could be for you. Many people start within an office support role, learn how the company sells and move into sales coordination or account support. This is a valid progression. However don't go for this just because you've heard it pays well. Ensure it suits how you work.

Where to Look

Finding the right roles can be half the battle. Look at general job sites, company career pages and local staffing agencies. Often they will know about roles before they are advertised widely. Elite HR Careers is another great place to start. Set up alerts so you can apply early. Applying within the first week will mean you get more attention. Personalise your applications. A short, specific covering letter will always be better. Networking can help with entry level roles. Tell your friends, neighbours, ex-colleagues etc. Someone will always know someone. Turn up to your interview early, have a printed copy of your resume and ask a couple of genuine questions. Follow up the next day with a short thank you. Most people won't do this so it will help you.

Progression

Once you've got the job, continue to learn. Ask to do some cross training within payroll, scheduling or customer accounts. Take some free courses and get a basic certification in office software or bookkeeping. Say yes to any small projects nobody wants to do. This will help you move from a clerk to an office coordinator and then an administrative lead. Usually your pay will increase. Keep a note of your achievements. What issues have you solved? What improvements have you made? This will help when it comes to reviews or updating your resume. Be kind to those around you. Word of mouth is important. If you are calm and reliable you will be recommended for better roles. It's not exciting but it works. Whether you stay within office support or progress into sales, the habits you develop will follow you.

Conclusion

To be successful within clerical roles you need to know basic software, communicate well, be organised and have attention to detail. This is really the majority of what you need. If office roles don't suit you or you want to have options then look at sales roles near me. Many of the same strengths apply. Start small, practice what you need to improve, improve your resume and apply early. Elite HR Careers can help you decide what your next step should be. You don't need to be perfect, just start.

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FAQ

What are the most important skills for clerical roles?

Basic computer skills, clear communication, organisation and attention to detail. Employers will also value reliability and discretion as clerical roles often involve confidential records.

Do I need a degree for clerical roles?

Most entry level office support roles will want you to have a high school diploma and some evidence you can use common software. Experience and good references can be more important than a degree.

How can I find sales roles near me?

Look at job sites, company career pages and local staffing agencies. Set up alerts so you can see new roles early. Inside sales and sales support roles are a great place to start.

Can clerical roles lead to sales?

Yes! Many people move from office support to sales. You will learn how the company works, how customers speak and how orders move. This makes the transition to sales coordination much easier.

How long will it take me to learn the skills for clerical roles?

Basic computer skills and typing can be learnt within a few weeks with regular practice. Organisation and communication will improve with experience.

How can Elite HR Careers help me?

We can help you by guiding you and providing roles to match your strengths.