Administrative Skill - Competency

Q: Q_4

The questionnaire items below will measure Administrative Skill. These questions are grouped into different facets of Administrative Skill. When creating a 360-degree or other performance assessment, try to select one or two items from each group.

Definition: Administrative skills are a versatile set of abilities that ensure the efficient operation of an organization by managing schedules, organizing documents, and maintaining processes. These skills include strong communication, active listening, and time management to effectively coordinate tasks and foster collaboration. Being meticulous, systematic, and adept at handling office documents, logistics, and budgets reflects their attention to detail and organizational proficiency. Administrative professionals demonstrate technical proficiency, confidentiality, and a supportive mindset, making them invaluable in maintaining smooth workflows and a productive workplace.

What is Administrative Skill?
Why is Administrative Skill important for Business?
What are key aspects of Administrative Skill?
360-Feedback questions measuring Administrative Skill

360-Feedback Surveys Measuring Administrative Skill:
Survey 1 (4-point scale; Competency Comments)
Survey 2 (4-point scale; Competency Comments)
Survey 3 (5-point scale; Competency Comments)
Survey 4 (5-point scale; radio buttons)
Survey 5 (4-point scale; words)
Survey 6 (4-point scale; words)
Survey 7 (5-point scale; competency comments; N/A)
Survey 8 (3-point scale; Agree/Disagree words; N/A)
Survey 9 (3-point scale; Strength/Development; N/A)
Survey 10 (Comment boxes only)
Survey 11 (Single rating per competency)
Survey 12 (Slide-bar scale)
Survey 13 (4-point scale; numbers; floating anchors)
Survey 14 (4-point scale; N/A)

Performance Assessments that include Administrative Skill:
Assessment 1 (5-point scale; IDP Comments)
Assessment 2 (3-point scale with Comments)
Assessment 3 (Manager Assessment; 360-Feedback)
Assessment 4 (3-point scale; Rating Limits)
Assessment 5 (3-point scale; Rating Limits)
Assessment 6 (5-point scale with Comments)
Assessment 7 (Comment Boxes Only; IDP)
Assessment 8 (Comment Boxes Only)
Assessment 9 (3-point scale with Letter Grade)
Assessment 10 (360-Feedback; Bonus/Merit Pay)
Assessment 11 (Core Values & Job Competencies)
Assessment 12 (4-point scale; 6 Comment Boxes)

What is Administrative Skill?

Administrative skills encompass a broad range of capabilities that enable the effective coordination and management of office operations and business processes. These skills include exceptional organization, ensuring that tasks, schedules, and priorities are efficiently structured to meet deadlines. Strong communication and telephone etiquette allow for clear and professional interactions with colleagues, clients, and stakeholders. With active listening and clarity, administrative professionals gather and convey crucial business information to foster understanding and collaboration. Their proficiency in managing logistics, preparing presentations, and handling office documents, forms, and schedules underscores their ability to streamline operations and maintain productivity.

Additionally, administrative skills require being meticulous, demonstrating attention to detail, and employing a systematic approach to maintain documents and implement processes and procedures. Proficiency with technology and tools ensures seamless workflows, while confidentiality and reliability reflect professionalism in handling sensitive information. By balancing time management, collaborative efforts, and supportive practices, these professionals contribute significantly to a cohesive work environment. Administrative skills also extend to budgeting, ensuring resources are allocated effectively, and exemplifying qualities like professionalism, interpersonal skills, and adaptability to support both individuals and the organization as a whole. Together, these abilities create the foundation for efficient and successful administrative functions.

Why is Administrative Skill important for Business?

Administrative skills are vital in business because they ensure the smooth and efficient operation of an organization. By managing schedules, organizing documents, and implementing processes, individuals with strong administrative abilities create a structured environment that allows teams to focus on their goals without unnecessary distractions. These skills also play a critical role in effective communication, enabling the clear exchange of information among colleagues, clients, and stakeholders, which is essential for collaboration and decision-making.

Moreover, administrative skills contribute to maintaining professionalism and productivity. Tasks like managing budgets, tracking logistics, and adhering to company policies ensure that resources are used effectively and operations run seamlessly. Attention to detail and technical proficiency help avoid costly errors, while confidentiality and reliability build trust within the organization. Ultimately, administrative skills provide the foundation for business success by creating a well-organized, supportive, and results-driven environment.

What are key aspects of Administrative Skill?

Organization
Communication
Collecting Information
Preparing/Delivering Presentations
Managing Time
Handling Documents
Preparing/Maintaining Forms
Meticulous and Detail Oriented
Managing Scheduling and Logistics
Supportive
Reliable
Confidential

What questions could you consider for including on a 360-degree feedback assessment regarding Administrative Skill?

The questionnaire items below will measure "Administrative Skill". These questions are grouped into different facets of Administrative Skill. When creating a 360-degree or other performance assessment, try to select one or two items from each group.

360-Feedback questions measuring Administrative Skill

Organization

Assists in the preparation of responses to RFQs and RFIs.
Efficiently evaluates the costs and benefits of potential actions to make well-informed decisions.
Selects and uses training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Ensures compliance by verifying that the response meets the requirements and adheres to any formatting or submission guidelines specified in the RFQ/RFI.
Strong organizational skills to keep the workspace and department in order
Compiles, transcribes, and distributes minutes of meetings.
Analyzes RFQs or RFIs to understand the client's needs, specifications, and evaluation criteria.

Communication

Communicates information and ideas in speaking so others will understand.
Has effective oral and written communication skills.
Communicates effectively both in writing and verbally.
Gives and follows oral instructions.
Reads and understands information and ideas presented in writing.
Effectively conveys information verbally to others.
Clearly and effectively communicates information verbally.

Telephone Etiquette

Operates various telecommunications devices.
Uses proper telephone etiquette.
Answer phone calls and direct calls to appropriate parties or take messages.
Answers the phone promptly and politely.

Active Listening

Actively listens to what individuals are saying taking time to understand the points being made.
Listens attentively to individuals who are speaking.

Clarity

Maintains a clear and positive tone when speaking avoiding mumbling or use of slang terms.
Uses proper spelling, capitalization, punctuation, and grammar in written documents.
Speaks clearly to be understood.

Gathers Business Information

Identifies complex problems and reviews related information to develop and evaluate options and implement solutions.
Conducts research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Gathers appropriate business information.
Proactively identifies and addresses the needs of colleagues, clients, or stakeholders to provide effective support.
Collecting relevant information, such as pricing, technical details, project timelines, and past performance metrics, to include in the response.
Prepares and reviews operational reports and schedules to ensure accuracy and efficiency.
Understands the implications of new information for both current and future problem-solving and decision-making.

Presentations

Plans, researches, and prepares presentations.
Prepares and organizes presentations.
Plans, develops, and delivers presentations.

Professional

Displays a professional presence when interacting with others.
Develops action item and to-do lists from issues discussed in meetings.
Screens calls.
Attends meetings to record minutes.
Handles difficult calls with courtesy and respect.

Time Management

Completes reports on-time.
Plans and prioritizes facets/aspects of project workloads to keep on schedule.
Works well even under strict time constraints.
Prioritizes tasks to be completed within pre-established deadlines.

Handles Office Documents

Is productive in an office environment.
Implements and uses performance measures.
Processes payroll information.
Opens, sorts, and distributes incoming correspondence, including faxes and email.

Prepares Documents

Formats and produces a variety of business related documents/reports.
Prepares and sends email communications, meeting invitations, or follow-up messages on behalf of individuals or teams.
Prepares and distributes documents/reports.
Drafts letters, memos, invoices, reports, and other business documents.
Develops reports as needed.
Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
Prepares documents for data entry.

Prepares Forms

Prepares business forms for approval/signature.
Prepares financial statements or reports.
Prepares payroll and tax forms/reports.

Maintains Documents

Implements company records retention policies.
Organizes files, maintains records, and coordinates document workflows.
Establishes and maintains structured systems for both physical and digital documents.
Develops efficient methods to locate and access documents quickly, reducing delays and improving productivity.
Organizes documents in a visually appealing and consistent manner, following company standards or branding guidelines.
Classifies files logically based on content, project, department, or priority to ensure easy accessibility.
Safely stores outdated documents for historical purposes or securely disposing of unneeded ones in compliance with organizational policies and regulations.
Creates labeled folders, indexes, or searchable databases.

Meticulous

Proofreads and edits documents to ensure accuracy, clarity, and consistency.
Proofreads and revises documents to enhance clarity, professionalism, and alignment with client expectations.
Manages documents effectively by organizing, storing, and retrieving physical and digital files efficiently.
Analyzes financial transactions and their impacts in various reports.
Keeps track of document updates and revisions to ensure the most current version is readily available while preserving earlier versions if needed.
Proofreads and edits documents.
Reviews documents for grammatical, spelling, or formatting errors to ensure accuracy and professionalism.

Attention to Detail

Attention to detail.
Accurately performs data entry.
Uses procedures to identify potential accounting/transaction errors.
High attention to detail.
Records business transactions in a journal.
Inventories and documents current supplies and resources.
Performs accurate data entry maintaining information in databases, spreadsheets, or filing systems.

Systematic

Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Implements automated or manual records management procedures/systems.
Plans for the completion of projects by allocating appropriate physical and personnel resources.
Implements measures to protect sensitive or confidential documents, such as using password-protected files or secure filing cabinets.

Technical Proficiency

Scans drawings and documents.
Has technical skills needed to perform the job.
Has strong technical/computer skills.
Enters data as needed.
Uses automated and manual records management systems.

Schedules

Coordinates actions and activities with others.
Manages and maintains executives' schedules.
Effective at scheduling project activities and assignments.
Organizes schedules, including departure and arrival times, check-in details, and reservation confirmations.
Performs scheduling and conference planning.

Manages Logistics

Makes travel arrangements and plans for executives.
Books travel arrangements by purchasing tickets for transportation and securing accommodations.
Researches travel options finding the most cost-effective or time-efficient transportation methods, such as flights, trains, or car rentals.
Plans travel arrangements.
Performs basic logistics such as arranging transfers, shuttles, taxis, or rideshares, to and from airports or event locations.
Ensures proper passports, visas, or travel documents are in order and prepares any necessary documentation for travel.
Provides assistance to others in obtaining passports, visas, and other international travel documents.

Interpersonal Skills

Maintains good interpersonal skills to work with supervisors, customers, colleagues, and stakeholders.
Demonstrates keen awareness of others' reactions and adapts communication and actions accordingly to foster effective collaboration.
Effectively manages personnel and interpersonal relationships.
Receives and welcomes visitors.
Greets visitors and determine whether they should be given access to specific individuals.
Motivates, develops, and directs people as they work, identifying the best people for the job.

Confidentiality

Handles confidential materials.
Uses best practices for handling sensitive or confidential materials.

Supportive

Enthusiastic about taking on challenging projects.
Directs or coordinates the supportive services department of a business, agency, or organization.
Maintains an orientation toward helping others.
Actively seeks to assist others in need.
Provides high-level administrative support and assistance.

Processes and Procedures

Sets up and oversees administrative policies and procedures for offices or organizations.
Accurately implements contract provisions.
Documents processes and procedures.

Reliable

Follows company guidelines, policies, regulations, procedures, and work ethics.
Takes responsibility for decisions.
Maintains appropriate levels of supplies and re-orders supplies as needed.
Ensures adequate supply levels by monitoring inventory and placing orders when necessary.
Follows established policies and procedures.

Collaborative

Serves as a liaison to other departments.
Collaborates with others from various departments (e.g., sales, engineering, finance) to ensure accurate and comprehensive responses.

Budgeting

Able to develop, justify and present a budget plan.
Implements appropriate budget controls.
Plans, administers, and controls budgets for contracts, equipment, and supplies.
Able to develop, justify and present a budget.