Role guides
Administrative assistant: a practical hiring brief
Define the work, evidence and assessment for a administrative assistant vacancy without unnecessary requirements.
By Instant Hire Global · · 2 min read
AI-assisted educational guide. Examples are illustrative and should be adapted to your real experience. About our guides
Describe the work before the person
Use this as a starting brief for a administrative assistant vacancy, then replace it with the organisation’s actual responsibilities. Specify the location, working arrangement, hours, reporting line and approved package. Do not imply that this sample establishes legal or professional eligibility.
- Describe the tasks involving diary coordination.
- Describe the tasks involving accurate records.
- Describe the tasks involving clear handovers.
Make requirements proportionate
For each task, identify what must be demonstrated on entry and what can be learned with support. A scenario such as booking two meetings that need the same room can help the team discuss the required judgement and escalation route.
Check any mandatory qualifications, safeguarding, safety or licensing conditions through the appropriate current local sources. They are not inferred from this general brief.
Use a relevant assessment
A small fictional exercise based on a fictional appointment log with conflicting bookings can provide evidence without asking candidates to produce usable unpaid client work. Give clear instructions, a reasonable scope and the criteria in advance.
- Score evidence against the same role requirements.
- Offer a route for applicants to ask about adjustments.
- Explain the next stage and a realistic response timeline.
Further reading
Practical guidance, not a guarantee of employment. Check current vacancy instructions and applicable local requirements.