When writing a CV for an administrator, PA or secretarial job there are a number of key features which should be present to showcase your knowledge, skills and abilities.
These can be presented in various ways and are dependent on the role, company and industry you are applying for.
You can make a start on your CV by downloading one of our free CV templates. The more senior the role the more necessary the features discussed in this article will be in your CV.
How to write a CV for administration, secretarial or PA jobs
Organisational skills
When writing a CV for an administration, secretarial or PA role you need to showcase your strong administration skills. These skills require individuals to be highly organised. They need to be able to manage their workload in an efficient and show a methodical approach to work. An organised person will plan in advance and be calm under pressure. It would be ideal to demonstrate that in advance.
Attention to detail
Accuracy of administration is key so you need to have a well presented and error free CV to demonstrate your attention to detail skills. When I read “strong attention to detail” in a CV, I cannot help combing through the CV looking for errors. 9 times out of 10 I find some – try not to be that person.
Multitasking skills
Most administrative, secretarial or PA roles require multitasking skills to manage conflicting priorities and duties. The more of this you have experienced in the past, the more you should sell it in your CV as it would be a highly sought after skill.
Show when you have improved efficiencies
If you have experience in the past of improving processes through streamlining, designing new innovative ways of working or even just some small continuous improvements you have made, make sure to get these down on your CV. Equally, if you have ideas for improving administration or any other areas of the company in your current or prospective roles, be ready to talk about these in your interview.
Teamwork skills
For administrative, PA or secretarial positions, you need to be able to show you are accustomed to working with other departments and as part of a team also. If you can describe how busy your previous roles were by adding some numbers against them, this will provide the prospective employer with context of your experience to date.
Communication skills
Communication is key. You need to show that you are a good communicator over the phone, e-mail and in person. You could also add core competencies in this area to your personal profile such as – personable, approachable, friendly, calm under pressure.
Target driven
Some administration roles may have targets attached to them and you need to demonstrate that you are experienced and comfortable working in that environment. Even better if you can show that working to targets and deadlines energises you and that you have achieved these targets in the past.
Dealing with challenges
If possible it is good to show that you are familiar at dealing with customer/client complaints in a prompt, professional and calm manner. If you can demonstrate your own leadership qualities in this area it would be beneficial. Show that you can manage difficult situations yourself without being hand held and getting stressed.
Industry Knowledge
You will see in the job specification that knowledge of the industry is a distinct advantage when applying for the role. Display how you know the industry if you have worked in it in the past.
If you have not, show transferable skills such as an ability to get up to speed quickly and technical skills in one area that show a competence for learning in a new area. You can also show a general interest in the area in your cover letter by doing your research. Research the industry/company and try and use their terminology where possible throughout your application process.
Gillian Knight is the MD of Kala Management Solutions and has extensive experience within the field of HR. She has assisted thousands of people write job winning CVs as well providing one to one interview coaching to job seekers.