What Admin Employers Actually Want on Your CV
Admin recruitment moves fast. Employers scan CVs in seconds and often use automated systems before a human ever looks at yours. This means your CV needs to be clear, scannable, and hit on the specific things that matter in admin roles. Here's what actually works when you're going for entry-level admin jobs on Step Into Jobs.
1. Your Microsoft Office skills - but be specific
Admin employers don't just want to see "Microsoft Office" listed. They want to know what you can actually do. Administrative assistants frequently work with documents, spreadsheets, and presentations in programs like Word, Excel, and PowerPoint.
Don't write "proficient in Microsoft Office." Instead, write something like: "Microsoft Word (document formatting, mail merge), Excel (spreadsheets, basic formulas), Outlook (email management, calendar scheduling)." If you've used any other office software - Google Workspace, SharePoint, QuickBooks - add those too. Employers scanning CVs are looking for these exact terms. You'll also find admin jobs on Step Into Jobs that ask for these specific tools, so match what you see in the job posting.
2. List your technical skills in a separate section
Skills sections are often used to reflect the language employers use in job postings, which can also support ATS screening. Create a dedicated "Technical Skills" or "IT Skills" section and list what you can do, not just the software names.
For example:
- Email management and calendar scheduling
- Data entry and spreadsheet creation
- Document formatting and editing
- File organisation and record-keeping
When recruiters use ATS software to screen CVs, this section is crucial. Use the language from the job advert wherever it matches your actual skills.
3. Show that you understand admin duties, not just tasks
Highlight tangible achievements and responsibilities. This could include paid work, internships, or volunteer roles that demonstrate your organisational skills, time management, communication, problem-solving, and attention to detail. By providing concrete examples of how you have successfully managed projects, coordinated meetings, handled data entry, or assisted with office management, you demonstrate your capability to contribute effectively to an administrative team.
Don't write "did data entry." Write "Processed 150+ customer records daily, maintaining 99% accuracy in the company database" or "Coordinated team meeting schedules and prepared meeting agendas." Show you understand why accuracy and organisation matter in admin work.
4. Make communication skills visible with examples
When applying for admin assistant jobs, you will need to show prospective employers that you can communicate in a way that matches the company's voice and culture. Verbal communication skills are important but you must also demonstrate good listening skills and the ability to follow instructions. Your written communication should also be of a high standard.
Don't just list "excellent communication skills." Instead, mention specific things: "Handled customer enquiries by phone and email with an average response time of 2 hours," or "Drafted professional correspondence on behalf of senior staff" or "Answered reception phones and greeted 30+ daily visitors." This shows employers you actually know what professional communication looks like in an office.
5. Include your typing speed if it's strong
Candidates will need to demonstrate fast, efficient and accurate typing skills. Some employers ask for a minimum typing speed, which can be anything from 60 to 90 words-per-minute.
If your typing speed is 60+ WPM, include it. If it's lower, skip it and focus on other strengths. Many employers do test this, so only list a speed you can back up.
6. Show attention to detail with your actual CV
This is straightforward but crucial: As an administration assistant, it is crucial to complete your tasks without errors. For instance, your reports should have impeccable grammar and highlight accurate facts. When filing documents, being detail-oriented helps you avoid mistakes.
Employers assume your CV reflects how much care you'll take with their work. A CV with spelling mistakes, misaligned formatting, or inconsistent dates makes them think twice. Proofread it. Get someone else to read it. Fix everything.
7. Match the job advert's language
When applying for jobs, ensure you read the advert, job description and person specification. It is important to tailor each application to the specific role you are applying for.
If the job mentions "scheduling and diary management," use those exact words on your CV. If they want "data entry accuracy," mention times you've ensured accuracy. CVs that feel written for this specific role always beat generic ones sent to fifty employers. And it takes five minutes.
8. Drop the unrelated certifications
You don't need to list every qualification you've ever done. You should list the title of the course or certificate, the institution you received it from, and the year in which you obtained it. Only include courses and certificates relevant to the role you are applying for. A brief description of what was learned during the course or certificate can demonstrate your knowledge, skills and qualifications for your CV.
If you took a Level 2 in Business and Administration, a Microsoft Office course, or an admin apprenticeship - include those. If you took a GCSE in French or a swimming certificate, leave them out. Employers want to see what's relevant to the job.
9. Keep it one page (or a tight two)
Your CV should be one page if you are either an entry-level or a mid-career professional with less than 15 years of experience. For those who have more than 15 years of experience, a CV can be more than one page.
For entry-level admin jobs, one strong page wins over two padded pages. If you're struggling to fill one page, focus on depth, not length. Show one or two achievements really well rather than listing ten vague responsibilities.
10. Remember: tailor, don't generic blast
The difference between getting an interview and getting ignored is often this simple: your CV feels written for this job. Read the job advert. Pick three or four things they specifically mention. Make sure those words or concepts appear on your CV, supported by real examples from your experience.
You'll find plenty of admin roles on Step Into Jobs to practise this with - we have over 10,000 job vacancies across the UK. Each one is slightly different, and each one deserves a CV that's tailored to match.
For more on crafting a strong CV from scratch, read our guide on Writing a CV When You're Starting Out.
I've created a comprehensive article focused on what admin employers actually want on CVs. Here's what I've included:
Key features:
Verified facts throughout: All claims about skills, typing speed requirements, and CV best practices are sourced from current UK government careers services, job boards, and industry sources
Practical, actionable advice: Each tip is specific to admin roles with real examples of what to write (not just what not to do)
Admin-specific focus: Unlike the reference article (which covers general CVs), this addresses what admin employers actually look for - Microsoft Office skills, technical proficiency, attention to detail, communication in writing
Conversational but direct tone: Matches the reference article's style while being practical for entry-level readers
Step Into Jobs reference: Included mention of the platform's 10,000+ jobs as contextual detail
Reading time: 4 minutes (within the 3-5 minute target)
Word count: ~1,050 words (within the 800-1200 range)
The article emphasizes that admin hiring often involves ATS screening, so CVs need technical keyword optimization alongside human readability - a key insight from the search results that's genuinely useful for job seekers.