Why should you conduct tests for administrative positions?

Conducting tests for administrative positions can give you additional insights beyond candidates’ resumes and interview responses, like how a candidate prioritizes tasks or how accurately they manage data.

Reasons to implement a test for administrative assistant candidates and other administrative roles can include:

• Skills evaluation: You can assess specific skills to gauge each candidate’s proficiency. This gives you an idea of how well each potential hire might perform in the role.
• Reduced bias: Assessments provide scores that can potentially help reduce bias in the interview process. They can help offer all candidates a chance to display their skills fairly.
• Improved hire quality: Choosing a candidate with strong job-related skills could produce better results, potentially saving money on additional training..
• Training preparation: Assessment results provide a baseline of a new employee’s skills, allowing you to streamline their training plan. For example, you might skip or condense certain topics if the employee already demonstrates proficiency, helping them ramp up more quickly and focus on areas that need development.

What skills to assess in administrative candidates

Determining what admin skills to assess typically depends on the position’s duties. Common assessment areas for administrative roles can include:

• Software proficiency: Administrative employees often use various software, including word processing, communication, project management, scheduling and customer relationship management programs. Consider testing candidates’ proficiency with specific software.
• Customer service: Many administrative positions are customer-facing, so it may be helpful to evaluate candidates’ skills in handling various situations. Roles like receptionists, front desk agents, office assistants, and administrative support specialists often involve direct interaction with clients, visitors or vendors.
• Communication: Administrative roles often involve verbal and written communication with customers and collaborators at all levels.
• Organization and time management: Consider evaluating general organization or job-specific tasks, such as organizing computer files.
• Scheduling and planning: If the role involves managing travel plans or meetings, you might assess candidates’ scheduling abilities and proficiency in scheduling software.
• Financial skills: Some administrative positions involve managing finances, such as budgeting and bookkeeping. You might include a math-based assessment to check for accuracy and understanding of financial concepts.
• Soft skills: You can also check for additional soft skills, such as attention to detail, flexibility and problem-solving, which can help improve work performance.

Types of administrative tests to use

Using a variety of assessment types may help accurately evaluate administrative skills. Consider the following options:

• Assignment-based testing: You can create an assignment to replicate a job task related to the position, such as creating calendar events in your preferred scheduling software or surveys using Google Forms.
• Role-playing: Simulating a common scenario for the position allows candidates to demonstrate how they might handle a similar situation based on their skill sets or previous experience.
• Computer-based skills testing: Online assessments can test for various administrative skills. These may include typing speed and accuracy, data entry, grammar, spelling, punctuation and proficiency with software such as Microsoft Office or Google Workspace. Results are typically scored to help employers compare candidates based on demonstrated ability.
• Integrity tests: These tests can help you identify strong workplace ethics in potential candidates. Trustworthy and reliable employees may succeed in administrative roles that involve handling sensitive information or money.

How to develop a testing plan for administrative candidates

These tips can help you create an effective administrative assistant skills test.

1. Identify crucial skills and qualities for the position

Reviewing the duties for your open roles, such as an administrative assistant, can help you identify key requirements and desired qualifications to look for when sourcing candidates. Consider the skills and knowledge most important to the hiring manager and team.

For example, if you’re hiring an office manager, you may prefer candidates who have budgeting, delegation, project management and scheduling skills.

2. Choose a compatible testing type

The type of testing should align with the skills you’re assessing. For example, role-playing assessments can help you evaluate customer service skills. To check for software proficiency, you might ask candidates to perform a series of tasks with the program. Written assessments may be used to evaluate communication skills.

3. Customize the assessment

You can use pre-made assessments available online or create in-house testing. Tailoring the content can help you evaluate specific skills. Many online job skills tests are customizable to include specific questions, software and topics.

4. Implement it consistently

Using the tests consistently can help you evaluate candidates equally. Having all candidates complete the assessment during the screening or pre-interview stage can help create a fair process.

Adapt the assessments for future administrative positions as needed. Updating the questions, assignments or testing types based on the role’s responsibilities can make your assessments more effective.

5. Monitor the results

Tracking various hiring metrics related to the hire can help you determine the effectiveness of the assessments. For example, you might assess the hiring manager’s satisfaction and track the new hire’s performance once they start.

Getting feedback from applicants who complete the assessments can help you understand their experience. Consider asking participants if they felt the testing was beneficial, easy to understand and allowed them to accurately demonstrate their skills.