Most commonly reported Work Activities

•   Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
•   Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
•   Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
•   Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
•   Organising, Planning, and Prioritising Work Developing specific goals and plans to prioritise, organise, and accomplish your work.
•   Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
•   Documenting/Recording Information Entering, recording, storing, or maintaining information in written or electronic/magnetic form.
•   Evaluating Information to Determine Compliance with Standards Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
•   Communicating with Persons Outside Organisation Communicating with people outside the organisation, representing the organisation to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
•   Processing Information Compiling, coding, categorising, calculating, tabulating, auditing, or verifying information or data.

Working Life

Office receptionists welcome clients, customers and other types of visitors as they arrive in the building. They usually register their arrival in a book, asking the visitor to sign in and out of the building. They may issue visitors with an identification tag for security purposes.  
 
Receptionists may need to ask questions to find out if the visitor has an appointment, or if not, who the most appropriate person is for the visitor to speak to. The receptionist must have a good knowledge of the structure of the organisation, and who works in each department, so they can direct visitors and incoming telephone calls to the right person.  
 
Receptionists may show guests to a seat where they can wait until it is time for their appointment or the person they wish to see becomes available. Some receptionists are responsible for providing visitors with refreshments such as tea, coffee and water. They may be responsible for keeping the reception area tidy and for arranging reading material, such as company literature and promotional material, newspapers and magasines.  
 
Apart from greeting and dealing with visitors, receptionists may have a number of other duties, including operating a telephone switchboard, which may be computerised. They may be able to deal with initial enquiries and complaints, passing any calls they cannot deal with to the appropriate individual or department. They may also deal with enquiries made by fax or email.  
 
Receptionists may use a computer or word processor to produce letters or documents, perhaps copy typing from a draft version or audio typing from recorded dictation. They may book rooms for meetings, or venues for conferences. They may handle book-keeping, prepare invoices and handle payments made by cash or credit card. Receptionists may have general administrative duties, such as photocopying and faxing documents.

Most commonly reported Work Tasks

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organisations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

Further Information

• Office manager- from: GradIreland

This occupation is typically suited for people with the following Career Interests:

 Administrative

Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while performing routine tasks in a methodical and reliable way.

They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.

 Social

The Social person's interests focus on interacting with the people in their environment. In all cases, the Social person enjoys the personal contact with other people in preference to the impersonal dealings with things, data and ideas found in other groups.

Many will seek out positions where there is direct contact with the public in some advisory role, whether a receptionist or a counsellor. Social people are motivated by an interest in different types of people and like diversity in their work environments. Many are drawn towards careers in the caring professions and social welfare area, whilst others prefer teaching and other 'informing' roles.

 Enterprising

Enterprising people like situations that involve using resources for personal or corporate economic gain. Such people may have an opportunistic frame of mind, and are drawn to commerce, trade and making deals. Some pursue sales and marketing occupations. Many will eventually end up owning their own business, or in management roles in larger organisations. They tend to be very goal-oriented and work best when focused on a target. Some have an entrepreneurial inclination.

Most of the training for an Office Administrator is on-the job. Many Office Administrators also perform secretarial duties so a secretarial, customer service, or administration course would be highly desired by employers.  Skills in digital marketing and social media are increasingly part of the required skill set for this role.

Sample Education and Training Pathways
A number of courses are available throughout the country that focus on learning and skills that may be useful for this career. The examples and links below may guide you in your research. 

Further Education (FET)
Further Education & Training (FET) Courses are delivered by local ETBs, ranging in duration from several weeks up to 20 months. Courses are designed to meet the labour market needs and often include a large element of work experience.

Example search terms include: office administration, digital Marketing, business administration.

Search for FET Courses

PLC Courses (FET)
PLC courses are full-time courses, one or two years duration, with awards at Level 5 and 6 on the NFQ. They are offered nationally in Schools and Colleges of Further Education.

Example search terms include: office administration, business administration.

Search for PLC Courses

Salary Range (thousands per year)* €25k - €45k

Salaries vary by employer, location, duties, role, experience, and shift pattern. 

Data Source(s):
CPL/ Morgan McKinley / Sigmar/ Clark/ Brightwater

Last Updated: February, 2024

Note: The following information relates to occupations that include: Medical secretaries; Legal secretaries; Personal assistants and other secretaries; Typists and related keyboard occupations.

This information has been derived from the Solas National Skills Bulletin (2023).

Employment in this occupation has been declining annually since 2019, resulting in a negative average growth rate for the five-year period. Combined, the education, health and professional activities sectors accounted for over two-thirds of employment.

A high share of workers was employed in part-time roles (45%) and almost 40% were aged 55 years and older. As demand for PAs and secretaries falls, those leaving these roles may not be replaced which may see a continued decline in employment levels for this occupation.

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