We read 102 UK office admin job adverts. Here's what employers actually want.
Office administrator. Business support officer. Administrative assistant. Whatever the title, it is the single biggest white-collar job category in the UK. And almost every admin CV looks the same.
We pulled 102 real UK administrator and office manager adverts — NHS trusts, public sector bodies, and general employers — read every one, and counted what they actually ask for.
The results are not what most admin CVs are built around.
The headline finding: Microsoft Office is not the flex you think it is
Nearly every admin CV has a Skills section that leads with Microsoft Word, Excel, Outlook, and PowerPoint.
It appears in almost none of the adverts.
Same pattern we saw with nurses and EPR systems, and care workers and NVQ levels — the technical skills are in the downloadable person spec PDF, not the headline advert. Recruiters assume you can use Office. Listing it does not help you. What they are screening for in the advert is something else entirely.
The top things admin employers actually ask for
1. Communication — 69%
Nearly seven in ten adverts. Not “good communication skills” — that phrase is invisible to recruiters. Show it:
“First point of contact for 200 internal staff and external visitors across a busy NHS trust headquarters.”
“Drafted correspondence and briefing notes on behalf of the Director of Operations.”
“Liaised daily with clinical teams, suppliers, and senior management to coordinate meeting schedules and action logs.”
2. Flexibility — 50%
Half of all adverts mention it. In admin, flexibility means two things: willingness to cover other roles when colleagues are absent, and the ability to reprioritise when demands change mid-day. Most admin CVs are silent on both.
“Regularly provided cross-team cover for reception, finance support, and HR admin during periods of high demand.”
3. Reception — 38%
More than a third of admin adverts include a front-desk or reception element even when the job title does not say “receptionist.” If you have ever answered phones, managed visitors, or been the first person someone speaks to — put it on your CV explicitly. It is a genuine keyword match.
4. Confidentiality — 35%
Especially common in NHS and public sector admin. Handling patient records, HR files, payroll data, or board papers all count. Use the word “confidentiality” — do not just imply it.
“Handled confidential patient correspondence and HR documentation in line with GDPR and trust information governance policy.”
5. Prioritisation — 32%
A third of adverts ask for it explicitly. Busy admin roles involve constant competing demands — show you manage them:
“Managed workload across three departments simultaneously, prioritising urgent requests from the executive team while maintaining routine administrative functions.”
“Able to prioritise” does not count. A real example does.
6. Minute taking — 21%
One in five adverts specifically mentions this. It is one of the most commonly omitted skills on admin CVs — people do it every week and do not think to mention it. If you take minutes at any regular meeting, add it.
7. Initiative — 21%
Tied with minute taking. Employers want admins who do not wait to be told. If you have ever spotted a problem and fixed it, introduced a process, or acted without being asked — that is the evidence they want.
What admin employers barely mention
- Microsoft Office, Excel, Word: under 1% in advert body text. Do not lead with it.
- Typing speed: not mentioned. Nobody asks for this anymore.
- GCSE or NVQ: under 15%. In the person spec, not the headline — do not lead with qualifications.
- Data entry: 12%. It is assumed. No need to list it as a headline skill.
Before and after
An NHS admin assistant's summary:
“Experienced administrator with strong Microsoft Office skills and excellent attention to detail. I am a hardworking and reliable team player with good communication skills.”
Tailored against a real advert using patterns from 102 adverts:
“Administrator with four years supporting busy NHS departments, acting as first point of contact for clinical and executive teams. Experienced in diary management, confidential correspondence, and minute taking across multiple directorates. Flexible, organised, and comfortable managing competing priorities at pace.”
Same person. The difference: communication, confidentiality, minute taking, flexibility, and prioritisation — all in three sentences, because that is what the advert scored on.
Frequently asked
Should I list Microsoft Office skills on my admin CV?+
Not as a headline skill. Microsoft Office, Word, Excel, and Outlook appear in under 1% of admin advert body text. Recruiters assume you can use Office — listing it does not help you. What they are screening for in the advert is communication, flexibility, and judgement. Those should lead. If you have advanced Excel skills (pivot tables, VLOOKUP, dashboard building), that is worth a brief mention — but not as your opening statement.
What does flexibility mean in an admin job advert?+
Two things: willingness to cover other roles when colleagues are absent, and the ability to reprioritise when demands change mid-day. Half of all admin adverts mention flexibility explicitly. If your CV does not mention either, add it. A line like "regularly provided cross-team cover for reception, finance support, and HR admin during periods of high demand" covers both signals at once.
What is minute taking and why does it appear so often?+
Minute taking is writing up the decisions, actions, and discussion points from a meeting — accurately, quickly, and in a form that can be circulated after. It appears in 21% of admin adverts and is one of the most commonly omitted skills on admin CVs. People do it every week and do not think to mention it. If you take minutes at any regular meeting, add it explicitly.
How do I show confidentiality on a CV without giving away confidential information?+
You describe the type of information, not the content. "Handled confidential patient correspondence and HR documentation in line with GDPR and information governance policy" tells a recruiter everything they need to know. You are not revealing what the documents said — you are demonstrating that you understand the sensitivity. Use the word "confidential" or "confidentiality" explicitly, because 35% of adverts search for it.
What does prioritisation mean on an admin CV?+
A third of adverts ask for it explicitly — they want to know you manage competing demands, not just complete tasks. The key is showing it with a real example: "Managed workload across three departments simultaneously, prioritising urgent requests from the executive team while maintaining routine administrative functions." A line like "able to prioritise effectively" does not count.
Does reception experience matter even if I am not applying for a receptionist role?+
Yes. Reception appears in 38% of admin adverts even when the job title does not say receptionist. Many admin roles include a front-desk or first-point-of-contact element. If you have ever answered phones, managed visitors, or been the first person someone speaks to — put it on your CV explicitly. It is a genuine keyword match for a significant proportion of admin roles.
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