This Office Administrator interview profile brings together a snapshot of what to look for in candidates with a balanced sample of suitable interview questions.
What experience do you have?
This is a classic interview question, and the best opportunity you’ll have to display your wealth of knowledge – so go for it! Explain your past roles and what you’ve learnt and gained from each. If you’ve got minimal experience, link together a variety of skills to show what you’ve learned.
Are you comfortable handling a high volume of telephone calls?
Doing some research about the company and the phone system it uses will help you prepare your answer before the interview. Make a list of all the previous phone systems you’ve had experience with and the skills you’ve picked up from using them. Putting people on hold, organising conference calls, taking messages and managing voice mail all count. Meanwhile, discussing a challenging experience where you maintained a calm, courteous manner will prove how well you work under pressure.
QUESTION: Tell me about a time when you had to deal with a difficult client or customer.
Intent: Some support jobs are internal positions, while other positions, like receptionists, interact with customers or clients. Either way, “hiring managers want to assess your interrelationship skills and how you diffuse conflict,” Crompton says.
Response: Any question that begins with, “Tell me about a time when…” is a behavioral interview question, where employers use your past experiences and behaviors as an indicator of your future success. So in this case, it’s important to prepare a compelling anecdote of when you used your communication skills and professional demeanor to respond to a difficult client or customer.
Crompton recommends framing your answer by explaining how the issue arose, how you analyzed the situation, and how you resolved the issue diplomatically. For example, “At my last job, a customer angrily complained that a shipment was late. I apologized profusely and was able to track the shipment and saw that our driver’s truck broke down, which delayed delivery. I explained this to the customer and offered her a discount on her next order to help smooth things over.”
What software applications do you prefer to use to perform administrative duties?
Explores the candidates technical experience and computer proficiency.
Office Administrators, also known as office assistants or administrative assistants, are found in the administrative teams of all types of companies. Their primary role is to assist the Office Manager in ensuring that employees have the support they need to do their work. They’re typically junior employees who are gifted communicators and efficient multitaskers. Your best candidates will also possess a strong work ethic and a “no job is too small” attitude.
Depending on your company and resources, you might hire someone with a few years of relevant administrator experience, or train a motivated candidate who is new to the position. Use the following interview questions to get a sense of how much experience your candidates have. If there is a specific skill that you need that is not covered in these questions, such as coordinating travel, feel free to add a few questions of your own.
This Office Administrator interview profile brings together a snapshot of what to look for in candidates with a balanced sample of suitable interview questions.
The purpose of these questions is to encourage your Office administrator candidates and put the link on Office administrator candidates to speak at length about any experience that might be relevant to the job. In addition, soft skills are should be able to stay neutral during conflicts and help maintain a positive work environment.