Ministry of Business and Innovation - Occupation Outlook

Occupation Outlook | Main MBIE Site

Administration Officers

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Income
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Fees
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Job Prospects

Job Prospects... At a glance

Job prospects for administration officers are somewhat limited. Demand for some types of administrators is decreasing as technology automates some of the tasks they used to do, and overall employment numbers are projected to decline. However, employment numbers are still high, and many administration officers will still be needed in the future. Income varies depending on the complexity of the role, skills required and experience.

How to become an administration officer

What they do

Administrators can perform many different tasks.  These can include customer service, filing and records management, diary management, arranging and taking minutes at meetings. Senior administrators may be involved with accounts, procurement, travel arrangements, event management, drafting correspondence and reports and leading a team.

Qualifications

There are no specific entry level requirements to work as an administrator as many skills can be learned on the job.  A minimum of NCEA Level 2 in maths, information management and English is recommended.  Familiarity with common software packages will greatly enhance your opportunities. It also helps to have a natural lean towards being organised and methodical with an eye for detail.  Some employers prefer to hire workers with a qualification.

For those aspiring to senior management, a National Certificate in Business Administration (Level 4) or National Diploma in Business Administration (Level 5) may be advantageous. National Certificates may be achieved through workplace assessment. Some administrators have bachelor’s degrees in business and management, or in other relevant fields.

Cost of study

On the job training
$0

As no specific qualifications are needed, the least expensive way to become an administrator is to learn on the job. There are several relevant courses, conferences and professional development opportunities for administrators available year round. Many employers have professional development budgets to cover these.

Rents vary from place to place. Estimated market rents by region, city and suburb are available on the MBIE Tenancy Services website.

The StudyLink website provides general budget advice for students, and the Sorted website provides help with detailed budget planning.

Tenancy Services: www.tenancy.govt.nz/rent-bond-and-bills
StudyLink: www.studylink.govt.nz
Sorted: www.sorted.org.nz/calculators/money-planner

Where to study

Relevant qualifications in fields such as office administration are widely available at polytechnics and universities throughout New Zealand.

Professional Registration

Administrators may register with the Association of Administration Professionals NZ (AAPNZ). 

Registration is voluntary but members can work towards AAPNZ certification, which can improve skills and work prospects. Achievement of AAPNZ certification requires a Level 5 diploma or above, plus other criteria.

Further information on this can be found on the AAPNZ website.

AAPNZ, certification: aapnz.org.nz/certification.aspx

Income and employment prospects

Income

The annual income for administrators is estimated to be around $45,500. New and inexperienced administration officers are likely to earn considerably less than this, while experienced administrators can earn much more.

Estimated Average Income
$45,500

Source: MBIE estimates based on Statistics NZ Census and Labour Cost Index

Employment and skill shortages

Administration officers’ employment

HistoricProjected Growth
2006 2013 2020 2025
84,006 64,410 48,328 28,943
  -3.7% -4.0% -9.7%

Source: Statistics NZ Census and MBIE projections. Percentages are compound annual growth rates.
* Growth projections are based on the category “General Clerks”.

The number of administration officers in employment fell by 3.7% per year from 2006 to 2013. In fact, from 2006 out to 2024 the total number of administrators is expected to drop. This fall in demand is partly caused by technology automating many of the tasks administrators used to do, for example, filing documents, although some of it could also be attributed to the roles and titles of administrators becoming so varied.

Employment chart

Source: Statistics NZ Census and MBIE projections

Administration officers are not on Immigration New Zealand's skill shortage lists.

Immigration NZ, skill shortage list: skillshortages.immigration.govt.nz

Where to find job vacancies

Since 2008, the number of online job vacancies for the category ‘General Clerks’ has grown at a slightly lower rate than average for all vacancies. This indicates a lower-than-average demand for general clerks. However, as this is a fairly old-fashioned term, it is likely that the roles of many administrators are now reflected in other categories.

Jobs advertised chart

Source: Ministry of Business, Innovation & Employment

Administration officer vacancies are advertised through public media such as the Trade Me Jobs, NZ Government Jobs and Seek websites. They are often also in the Vacancies section of individual organisation’s websites and many are placed with recruitment agencies.

Trade Me Jobs: www.trademe.co.nz/jobs
Seek: www.seek.co.nz
NZ Government Jobs: www.jobs.govt.nz

Career path

Although here is no clear career path for administrators, skills and experience are highly transferable to a number of roles. They can go into related occupations and become receptionists, personal assistants or office managers. Another option is to go into a more advanced role in business. This usually requires more education.

Related occupations

The following occupations are related roles or alternative titles. Some of the roles may require a higher level of skill than entry-level administrators.

  • Accounts Officer
  • Administration Manager
  • Administration Officer
  • Administrator
  • Contact Centre Worker
  • Court/Legal Clerk
  • Customer Service Officer
  • Customs/Freight Broker
  • Data Entry Operator/Transcriptionist
  • Events Manager
  • General Clerk
  • Office Administrator
  • Office Manager
  • Personal/Executive Assistant
  • Purchasing/Procurement/Supply Officer
  • Receptionist
  • Sales Representative
  • Secretary
  • Word Processor Operator

Other information

Links

More information on administration officers is available on the Careers New Zealand website.

Careers New Zealand: www.careers.govt.nz

ANZSCO

The Australian New Zealand Standard Classification of Occupations (ANZSCO) is the official classification of occupations in New Zealand.

The occupation of administration officers has been coded to the following ANZSCO codes for their purpose of this report:

531 – General Clerks
532 – Keyboard Operators
5911 – Purchasing and Supply Logistics Clerks
5912 – Transport and Despatch Clerks
5992 – Court and Legal Clerks
5999 – Other Miscellaneous Clerical and Administrative Workers