Office Assistant CV Example

A stronger, more engaging office assistant CV gives you the best chance of success. It can help you pass the ATS CV screening stage and impress the recruiter or hiring manager, increasing your prospects of reaching the interview stage. We’ll now review the essential sections of a CV and outline how to write each for the strongest results.

Key sections for an office assistant CV

Your office assistant CV writing strategy may vary significantly according to numerous factors, such as your previous experience, your seniority and the requirements in the job description.

However, at any stage of your career, an office assistant CV serves as a professional biography that must clearly illustrate your career trajectory. To help you tell that story effectively, we will now break down the document piece-by-piece, starting with your contact header and moving through the key pieces of your professional path.

CV Header

Start your office assistant CV by adding a professional-looking header that contains all your relevant contact information. Include your name, email address, phone number and location (your full address isn't typically necessary for UK job applications). Additionally, consider adding a URL to your LinkedIn profile if you have one. This can help the reader to quickly access further information about your career and credentials that you haven't been able to add to your CV.

For UK applications, it's not usually a good idea to add a personal photo or any other personal details, such as your age, gender, nationality or ethnicity. These can risk introducing bias to the selection process and, as such, are often discouraged in job adverts under the terms of the Equality Act 2010.

CV Summary

Under your header, write a brief CV summary or CV objective, outlining a few of your key skills, qualities and achievements. This short paragraph can help employers to quickly assess your suitability for the role, setting the tone for your office assistant CV. A CV summary focuses on your key skills and achievements, while a CV objective provides an alternative approach, showcasing your career ambitions and how the role fits with these. This makes a CV objective ideal for entry-level candidates.

For either a CV summary or an objective, aim for a length of two or three sentences. Showcase a few key skills, personal qualities and career achievements or ambitions, always reviewing the job description as you write, to show how you fulfil the requirements of the role.

An effective CV summary will focus on a few of the key skills required for the role and show how you've put them to good use in your career to date. You'll want to give the reader a good impression of your unique qualities and briefly provide evidence of their impact in previous roles. See below for an example of a strong office assistant CV summary, featuring quantifiable evidence of your impact and concise, easy-to-read sentences.

The office assistant CV summary above gives you an idea of what to avoid. The differences are subtle, yet significant. For a summary to make less of an impact, it might include generic or vague information, lack evidence of your impact, or fail to highlight specific personal qualities that make you stand out from other candidates. It may also lack tailoring to the job description or include long, poorly structured sentences.

Employment History

The work experience section of a CV is usually the most important part. Employers look for evidence of how you've developed and used your skills to good effect in your career to date, as an indication of your likely future performance. Ensure you tailor your work experience section to reflect the job description and show you meet all the essential requirements. This means picking out skills and qualities as keywords and reflecting them back in your work experience bullet points, so employers can assess your likely fit for the role.

Add your most relevant previous jobs, including the job title, the name of the employer, its location and the dates you worked there. Below each entry, include several bullet points showcasing your skills and explaining how you used these to achieve positive results.

What differentiates one CV work experience section from all the others is the use of action verbs and quantifiable evidence in your bullet points. It should showcase how your actions led to positive outcomes for the employer, and show a progression in your skills throughout your career. Take a look at an example of a strong office assistant CV work experience section below.

Above you can see an example of what not to do with your office assistant CV work experience section. The work experience section could fail to make an impression if it's too generic, focuses on older or irrelevant roles or lacks tailoring to the job description. It's also important to avoid focusing too much on responsibilities that don't tell the reader anything of the value you added to the role.

Key Skills

Your CV's skills section CV's skills section is a great place to showcase some of the key skills necessary for the role. Check the job description to understand which skills are most essential, and provide a combination of hard and soft skills, reserving space to include some unique qualities that can help you to stand out from the competition. For an office assistant CV, you'll want to focus on the most relevant skills for the role that match your skill set, including time management and processing document filing systems, to catch the reader's attention and show you're qualified for the office assistant position.

Hard Skills

Hard skills refer to the technical and specialist skills required for the everyday duties of the job. They might include specialist knowledge, or the use of certain software and equipment. You can gain these skills through study, training or industry experience, and they might require a licence or certification. For office assistant jobs, essential hard skills from your career-to-date might include performing minute taking procedures, and using microsoft office suite. After checking the job description, include a list of four or five key hard skills in your CV to confirm that you have the necessary expertise for the role.

The best hard skills to include are typically listed as 'essential' or 'required' in the job description. Aim for a mix of the most desirable skills, together with those you have the highest proficiency in. For the best chance of success, you'll want your strongest skills to match closely with those most desired by the employer.

The following section highlights skills that are commonly listed under hard skills in an office assistant CV:

Soft Skills

Soft skills differ from hard skills because they tend to be more transferable and applicable to different roles. Soft skills are the personal strengths and qualities that define your style of working and determine how well you're likely to fit in with the team and wider organisation. The world of work is evolving at a rapid pace, changing the types of hard skills required for many roles, and therefore rendering soft and transferable skills more valuable than ever. Soft skills are also extremely valuable for junior and entry-level roles, where candidates aren't necessarily expected to have a wealth of relevant work experience.

Just like the hard skills section, begin by reviewing the job description to learn the most desirable soft skills to include in your office assistant CV. Only add soft skills that you can provide evidence for throughout your CV. Craft a list of up to five key soft and transferable skills that reflect the job description, while also including some of your strongest, most unique skills to stand out from the crowd.

Below is a selection of soft skills regularly featured in an office assistant CV.

Education and Qualifications

Your education section should showcase your most recent and highest qualifications, paying particular attention to anything that's specifically required for the role.

To work as an office assistant, it's not necessary to have a specific degree. However, while a degree isn't usually requested in the job description, it can be useful to include other relevant qualifications in your CV's education section. These might include Microsoft Office Specialist Certification, or other courses that show your hard skills, such as using microsoft office suite or managing data entry processes.

When listing your qualifications in your education section, select only the most suitable qualifications and list them in reverse-chronological order, starting with the most recent and working backwards. For each entry into your education section, add the qualification name and level, the institution or awarding body, its location and your dates of study or graduation. For extra emphasis on your education section, include bullet points showcasing projects you worked on, modules you studied, awards you won or societies you participated in, if they help you to prove you're a suitable candidate.

If the job description requires any specialist certifications or licences, you may wish to add these in your education section. If you add these, it's also a good idea to include the expiration date of the licence or qualification, if it has one.

Certifications and Licences

If you have extra qualifications beyond the basics of what's expected or required for the role, you might want to include a separate certifications section in your CV. It's often beneficial to include it as it can illustrate a positive attitude towards self-improvement and professional development, as well as a proactive mindset. All these qualities will appeal to most employers and decision-makers. Furthermore, the CV certifications and training section is a great showcase for official licences and certifications when applying for roles where these are a key requirement listed in the job description. These could include positions where the use of specialist software and equipment is a routine part of your everyday responsibilities.

Here is a list of some key certifications and licences that can be particularly useful for office assistant applications:

Languages

If you speak any languages in addition to your mother tongue, you might want to include them in your office assistant CV as a languages section. These can be valuable for your application, whether languages are specified as a requirement in the job description or not. Under this section, list any foreign languages you speak to a professional standard, with an indicator of your competency level for each.

There are several ways to cite your proficiency in foreign languages. Firstly, you could use a simple descriptive word to indicate your abilities, such as:

• English: Fluent
• Spanish: Intermediate

You might choose to adopt an international standard framework for languages, such as the Common European Framework of Reference (CEFR). This assigns a standardised level to your language skills, for example:

• A1: Beginner
• A2: Elementary
• B1: Intermediate
• B2: Upper intermediate
• C1: Advanced
• C2: Proficiency

Additional Sections

Including optional sections in addition to the core sections of your office assistant CV can help you to show employers you're a strong candidate for the job. Consider adding optional sections if you're unable to show all the necessary skills for the job through work experience, but could show them through extracurricular activities and other areas of life. This could be especially relevant if you're a junior candidate, or if you're changing careers.

If you're curious about other ways to make your CV more effective, our career resources will help you strengthen your application.

Hobbies and Interests

Hobbies and interests are a legitimate way to showcase your skills, if you have any hobbies relevant to the role. Additionally, hobbies and interests are an ideal way to show the employers some elements of your personality and interests beyond work, which can set you apart from other candidates. However, it's important to only mention hobbies and interests that are relevant, or related to, the role you're applying for. If your hobbies don't help you to show skills required for the role, that are missing elsewhere in your CV, it's best to leave this section out.

Volunteering

Another alternative to showcasing your skills and experience through work experience is by adding a volunteering section. This can give you a valuable showcase of your skills, particularly if you're a junior candidate or career changer without much relevant work experience. For this section, use a similar structure to your work experience section.

List your job title or a description of the role, the organisation name, its location and the dates you occupied the role. Use bullet points to show employers how you put your skills to use, and any positive achievements from your time in the role.

References

For UK job applications, it's rare to include references on a CV. However, it's a good idea to check the job advert and have some references ready to go in case the employer wants you to include them on your CV. If references are needed, opt for two or three, and always make sure you approach them for permission before including them.

Add their name, their job title, the organisation they work for and their contact details. Alternatively, if references aren't required you could simply add a line to your CV confirming you can provide them when needed, such as 'references are available upon request'.

Best action verbs for an engaging office assistant CV

Adding strong action verbs to the bullet points in your CV's work experience section is a great way to focus on the key skills required for the job, while showing the impact you've made. Start each bullet point with an action word that reflects the job description, so the reader can easily identify your best qualities. Always remember to back up any action verbs you use with evidence that shows the impact it made and the achievements that it led to. Use past tense for action verbs that describe previous roles, and present tense for your current position.

Office assistant CV example

Now that you know exactly what to include in your office assistant CV, we can take a look at a final, finished example below:

If you want to get a feel for how your CV will look once you finalise its design and layout, check out our CV examples for inspiration.

How to optimise your CV for ATS screening

Employers and recruiters now routinely use applicant tracking systems (ATS) to ease the burden of the selection process. One of the key functions of these systems is CV screening, which reviews CVs and ranks them based on their likely fit for the role. By taking on this task, the systems can save hiring managers the time and effort of reviewing every CV in detail. With vacancies regularly receiving hundreds of applications, this can increase the efficiency of the recruitment process.

Because ATS software is becoming more common in the recruitment process, it's important to make some concessions in your CV to give yourself the best chance of progressing beyond the initial screening. With that in mind, here are some tips on preparing your CV for ATS screening:

• Include keywords and phrases that match the job description, making it easy for ATS apps to identify a strong fit for the role.
• Use clear headings that reflect standard CV conventions, such as 'work experience', 'education' and 'skills'.
• Choose a simple, standard CV structure and omit any design elements that might make your CV less easy to read by automated systems, such as text boxes and columns.
• Select a widely-used font in either serif or sans serif style, with a font size between 10 and 12 for body text and 14 and 16 for heading text.
• Use bullet points rather than writing long, full sentences, as this will make your CV easier to scan and parse, and help your keywords and phrases to stand out.

There are lots of things to think about when crafting an effective, engaging office assistant CV, but ATS compatibility is something that's easy to overcome. Use one of our expert-designed, ATS-compatible CV templates and remove the stress from creating a CV that puts you in the frame for the role.

Key takeaways for a winning office assistant CV

To make a strong first impression on hiring managers, tailor your CV for every application, adding keywords and phrases that match the job description. Select a suitable CV format for your experience level, and show the reader how you've used skills relevant to the role, to create a positive impact in your career to date.

Finally, creating your CV using one of Jobseeker's expert-designed CV templates can give your application the edge, placing you among the leading candidates and positioning you for success with your job applications.

References:

1. JobHelp (UK Department for Work & Pensions campaign), No work experience? Focus on what you do have
2. Jobseeker, HR Insights