Manage administrative systems

Ensure administrative systems, processes and databases are efficient and well managed and give the sound basis to work together with the administrative officer/staff/professional.

create efficient administrative systems
manage administration systems
manage systems of administration
develop administrative systems

skill/competence

sector-specific

Manage administrative systems is an essential skill of the following occupations:

Financial markets back office administrator: Financial markets back office administrators perform administrative tasks for all the transactions registered in the trading room. They process transactions involving securities, derivatives, foreign exchange, commodities, and manage the clearing and settling of trades.
Business service manager: Business service managers are reponsible for the provision of professional services to companies. They organise the provision of services tailored to the needs of the client and liaise with clients to agree on the contractual obligations for both parties.
Court administrator: Court administrators perform managerial tasks in a court institution, such as supervision of staff, administration, communicating with judges and reviewing procedures. They also manage the court’s finances, and oversee maintenance of the facility and equipment.
Verger: Vergers perform administrative duties for churches and parishes, ensure equipment maintenance and support the parish priest or other superiors. They also perform assisting duties before and after church service such as tidying, readying the equipment and supporting the priest.
Rescue centre manager: Rescue centre managers supervise operations of a rescue centre, performing administrative duties and supervision of staff. They ensure that the centre operates according to policies and staff perform rescue missions in a safe, efficient and compliant manner.
Mayor: Mayors chair their jurisdiction’s council meetings and act as main supervisor of the local government’s administrative and operational policies. They also represent their jurisdiction in ceremonial and official events and promote activities and events. They, together with the council, hold the local or regional legislative power and oversee development and implementation of policies. They also supervise staff and perform administrative duties.
Office manager:
Office managers oversee the administrative work that clerical workers are commissioned to perform in various types of organisations or associations. They perform micromanagement and maintain a close view of administrative processes such as such as controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions. They report to managers within the same department or to general managers in companies, depending on their size.
Defence administration officer: Defence administration officers perform managerial duties and administrative tasks in defense institutions, such as maintenance of records, management of staff, and handling of accounts.
Embassy counsellor: Embassy counsellors supervise specific sections in an embassy, such as economics, defence or political affairs. They perform advisory functions for the ambassador, and perform diplomatic functions in their section or specialty. They develop policies and implementation methods and supervise the embassy section’s staff.
Lieutenant: Lieutenants command troops of platoons of soldiers and lead them in training and discipline exercises. They also perform administrative duties, and function as advisers.
Back office specialist: Back office specialists perform operation of administrative and organisational nature in service of running a financial company. They process administration, take care of financial transactions, perform supportive tasks and other diverse back office operations in coordination with other parts of the company.
Case administrator: Case administrators supervise the progress of criminal and civil cases from the point of opening to closing. They review the case files and case progression to ensure proceedings occur compliant with legislation. They also ensure the proceedings occur in a timely manner and that everything has been concluded before closing cases.
Brigadier: Brigadiers command large units of troops called brigades, oversee strategic and tactical planning, and monitor operations of their brigade. They manage the headquarters of the brigade’s division and ensure correct operations of the division on base and in the field.
Army general: Army generals command large divisions of the army. They perform management duties, administrative duties, and planning and strategic duties. They develop policies for the improvement of the military and general defence, and ensure the nation’s safety.
Foreign affairs officer: Foreign affairs officers analyse foreign affairs policies and operations, and write reports outlining their analyses in a clear and comprehensible manner. They communicate with parties who benefit from their findings, and act as advisers in the development or implementation of or reporting on foreign policy. Foreign affairs officers may also perform administrative duties in the department, such as assisting with problems concerning passports and visas. They promote friendly and open communication between different nations’ governments and institutions.
Civil service administrative officer: Civil service administrative officers perform administrative duties in civil service organisations and government departments. They ensure record maintenance, handle enquiries and provide information to the public, either in person, through emails or phone calls. They support senior staff, and ensure a fluent internal flow of information.

Manage administrative systems is optional for these occupations. This means knowing this skill may be an asset for career advancement if you are in one of these occupations.

Fleet commander: Fleet commanders ensure that naval vessels are ready for inclusion in operations, and are maintained in compliance with rules and regulations. They also supervise naval personnel and are responsible for the operations of the naval service.
Secretary of state: Secretaries of state assist heads of government departments, such as ministers, and aid in the supervision of proceedings in the department. They assist in the direction of policies, operations, and department staff, and perform planning, resource allocation, and decision-making duties.
Court clerk: Court clerks provide assistance to judges in a court institution. They handle enquiries on court proceedings, and assist judges in various tasks such as performing legal research in preparation of cases or writing opinion pieces. They also contact parties involved in cases and brief judges and other court officials.
Middle office analyst:
Middle office analysts work in the treasury of a financial company, ensuring compliance with company policy and legal legislation, providing research and analysis on financial matters, measuring risk and supporting operations in the front office.
Financial manager: Financial managers handle all the matters in reference to the finance and investments of a company. They manage financial operations of companies such as the assets, liabilities, equity and cash flow aiming to maintain the financial health of the company and operative viability. Financial managers evaluate the strategic plans of the company in financial terms, maintain transparent financial operations for taxation and auditing bodies, and create the financial statements of the company at the end of the fiscal year.
Social security officer: Social security officers advise clients on social security benefits and ensure they claim the benefits they are eligible for, as well as providing advice on promotions and other available support services such as employment benefits. They aid clients in applications for benefits such as sickness, maternity, pensions, invalidity, unemployment and family benefits. They investigate the client’s right to benefits by reviewing their case and researching legislation and the claim, and suggest an appropriate course of action. Social security advisers also determine the aspects of a specific benefit.
Secretary general: Secretaries general head international governmental or nongovernmental organisations. They supervise staff, direct policy and strategy development, and function as main representative of the organisation.
Pastoral worker: Pastoral workers support religious communities. They provide spiritual education and guidance and implement programmes such as charity works and religious rites. Pastoral workers also assist ministers and help participants in the religious community with social, cultural or emotional problems.
Photography shop manager: Photography shop managers are responsible for activities and staff in a photography store. ​They manage employees, monitor the sales of the store, manage budgets and order supplies when a product is out of supply and perform administrative duties if required.
City councillor: City councillors represent residents of a city in the city’s council and perform local legislative duties. They examine the concerns of the residents and respond to them in an appropriate manner, and represent their political party’s policies and programs in the city council as well. They communicate with governmental officials to ensure the city and its agenda are represented and supervise all operations which fall under the city council’s responsibility.
Senator: Senators perform legislative duties on a central government level, such as working on constitutional reforms, negotiating on bills of law, and settling conflicts between other governmental institutions.
International relations officer: International relations officers ensure the development of cooperation between international public organisations and governments. They facilitate communication between their organisation and foreign organisations and develop collaboration strategies, promoting a collaborative relationship beneficial for both parties.
Public finance accountant: Public finance accountants head the treasury department of a governmental institution. They manage the institution’s financial administration, expenditure and income generation, and compliance with taxation and other financial legislation. They perform administrative duties to ensure record keeping, develop plans for budget management and perform financial forecasts.
Landfill supervisor: Landfill supervisors coordinate the activities and operations of landfills and landfill staff. They research legislation concerning waste management and ensure the operations of the landfill are compliant, and direct waste disposal operations.
Waiting list coordinator: Waiting list coordinators guarantee the day to day management of waiting list time. They plan when operation rooms are available and call patients in to be operated. Waiting list coordinators make sure to optimise the use of rescources.
Court administrative officer: Court administrative officers perform administrative and assisting duties for the court and judges. They are designated to accept or reject applications for informal probate and informal appointment of a personal representative. They manage case accounts and handle official documents. Court administrative officers perform assisting duties during a court trial, such as calling out the cases and identification of parties, keeping notes, and recording orders from the judge..
Chemical plant control room operator: Chemical plant control room operators monitor and inspect remotely the production systems during their shift, reporting all anomalies and incidents using the required systems. They operate the control room panels and ensure the safety of production workers and production equipment.
Tax policy analyst: Tax policy analysts research and develop taxation policies and legislation in order to improve and develop tax policies. They advise official bodies on policy implementation and financial operations, as well as forecast financial influence of changes in tax policies.
Colonel: Colonels serve in the staff of a military commander, and function as primary advisers in operational and strategic decision-making to senior officers.
Investment fund manager: Investment fund managers implement and monitor the investment strategy of a fund. They manage the fund’s portfolio trading activities and supervise the financial, securities, and investment analysts in charge to perform research on the investments and then make buying and selling recommendations. They make decisions on when to buy or sell the assets included in a portfolio. This manager works in a variety of settings such as banks, companies and stockbroking companies; working closely with the investment analyst. This occupation manages strategy and does not always work with relations between shareholders or investors.
Social services manager: Social services managers have the responsibility for strategic and operational leadership and management of staff teams and resources within and or across social services. They are responsible for the implementation of legislation and policies relating to, for example, decisions about vulnerable people. They promote social work and social care values and ethics, equality and diversity, and relevant codes guiding practice. They are responsible for liaising with other professionals in criminal justice, education and health. They can be responsible for contributing to local and national policy development.
Army major: Army majors command large units of officers and soldiers, supervise their training, and oversee their wellfare. They also supervise their administration, and equipment management.
Bicycle shop manager: Bicycle shop managers are responsible for activities and staff in specialised shops that sell and repair bicycles. ​They manage employees, monitor the sales of the store, manage budgets and order supplies when a product is out of supply and perform administrative duties if required.

References

1. Manage administrative systems – ESCO