How to write an admin resume that gets attention

It’s a common misconception that not much effort needs to be put into a resume when applying for administration jobs. 

But while administration roles may not get the same accolades as some others, the truth is exceptional administrative professionals are highly sought after by companies that understand the importance of this function. Admin staff are often the unsung heroes of the office, offering invaluable support as a business grows and experiences the ups and downs of challenging markets.

That’s why it’s crucial to give an administration resume the same amount of time and care as any other resume. So where should you start? Here are our key tips for creating an admin CV that will capture the attention of any hiring manager.

1. Highlight those all-important admin skills

There are several key skills that are sought after in most admin candidates, including:

• Organisational skills
• Written and verbal communication skills
• Attention to detail
• Proficiency with Microsoft Office and other office software

Make sure these relevant skills are prominently featured on your resume and, if you can, back them up with some real-world examples. If you can demonstrate these skills on paper, you have a good chance of impressing the hiring manager or recruiter.

2. Demonstrate ‘pay attention to detail’

Claiming you have a great eye for detail won’t have much merit if your admin resume has spelling errors or is messily formatted. If your CV has mistakes, you’ve already shown your prospective employer or recruiter that you don’t practise what you preach.

With this in mind, it’s critical to double-check and even triple-check that there are no spelling or grammatical mistakes, no template or formatting issues and that the information you provide is detailed, honest and accurate.

3. Keep it concise

Another key element of administration jobs is to be able to take in a lot of information, digest it quickly and produce a brief and concise outcome – whether it be a verbal response, an email or a document. The same rule applies to your CV.

The way you communicate on paper will quickly determine how you can communicate in person, so keep your resume succinct and to the point to stay on track.

4. Highlight specific accomplishments

Alongside your core skills, include any key accomplishments that make you an exceptional administration professional. This could be qualifications, awards, successes and even recommendations from previous roles – anything that makes you a uniquely attractive and strong candidate in the eyes of the hiring manager or recruiter.

5. Use industry terminology

As you would for an IT or sales role, using industry terminology – both for the administration industry and the sector or market that the role is in – will set you apart and show the hiring manager that you know your stuff. Be sure to study the job description carefully and mirror the same terminology and language used.

Similarly, there will be certain keywords in the job description that are often repeated or highlighted as the priority skills needed for a particular administration role. Using the right keywords can help the applicant tracking systems (or ATS) pick it up and put your resume in front of the hiring manager or recruiter.

6. Use the right resume format

The way you format your CV will speak volumes about the pride you take in your work. There are numerous free sites that offer well-designed resume templates – such as Canva – that you can customise to fit the information you want to include.

Keep in mind, though, that it’s the information you provide that’s most important – take care not to get too carried away with the design.

7. Tailor your resume to every admin job you apply for

Administrative duties will vary significantly from one company to the next, so tailoring your resume to the job description is essential. Applying with the same CV you used for another role will be obvious to the hiring manager or recruiter, or at the very least, won’t be relevant enough to stand out.

Constructing the perfect admin resume

Firstly, consider a resume summary or resume objective. This small but crucial section of your resume should be tailored to every admin job you apply for. It should reflect your understanding of the job description and your determination to fulfil the role successfully. It needs to be punchy, convincing, and full of relevant industry terminology, allowing you to communicate effectively the value you could bring to the role.

Consider, for instance, an administrative assistant resume summary such as: "Experienced administrative assistant with a strong record of office administration and management. Adept at working with Microsoft Office programs, handling administrative tasks and ensuring office efficiency. Demonstrated ability to provide excellent customer service, manage time effectively, and pay great attention to detail."

In the skills section, it's important to list both technical skills and interpersonal skills. For example, proficiency in Microsoft Office Suite, office equipment, filing systems, and other computer software could be listed as technical skills, while effective communication, problem-solving skills, and time management could be highlighted as relevant skills. Remember, the skills listed should mirror those in the job description, helping you become a strong candidate in the eyes of the hiring manager.

Then comes your professional experience or work history. Whether you're working on an office administrator resume or an administrative assistant resume, it's critical to outline your previous roles and duties accurately and succinctly. Use bullet points to clearly demonstrate how your administration skills contributed to office administration or administrative support in your previous jobs.

Here is an example for an office administrator role:

• "Managed office procedures efficiently, ensuring timely completion of administrative duties, resulting in a 20% increase in office productivity."
• "Handled phone calls and travel arrangements for senior staff, ensuring seamless internal department communication and logistics."
• "Implemented a new filing system, improving retrieval time by 30%."

These points not only show you have the necessary administration skills but also your problem-solving capabilities and your ability to improve office efficiency.

One thing not to forget on your admin skills resume is your educational background and relevant certifications, particularly if they pertain to business administration. This provides an opportunity to further showcase your technical skills and understanding of the administration role.

Finally, proofread your resume carefully, checking for any spelling errors or inaccuracies. Remember, a perfect resume is free from errors and offers an accurate and complete representation of your capabilities and relevant experience.

To sum up, a strong administrative skills resume should emphasise your administrative skills, provide a snapshot of your employment history, highlight your key achievements, and reflect your understanding of the role's requirements. Tailoring your resume to each job description, using appropriate industry terminology, and presenting information clearly will make you stand out as a professional and committed candidate.