Administrative Assistant Ausbildung in Germany: Everything you need to know
As an administrative assistant, you will be responsible for setting out facts and applying legislation, helping students and the university’s customers make informed decisions on how they are supposed to behave in a service and customer-oriented manner and carrying out business administration tasks according to economic efficiency. Concerning staff or finances, you will acquire a sufficient level of knowledge. In training, modern information and communication systems are now standard practice.
Understanding the Administrative Assistant Ausbildung in Germany
As the administrative Assistant Ausbildung in Germany, you will learn about the functioning of the state administration and the legal basis for administrative actions during your training as an administrative assistant. Since this is a dual training program, you’ll learn the day-to-day work in the practical part of the training, whereas the theory will be taught in the vocational school.
Roles of the Administrative Assistant Ausbildung in Germany
- Office organization and management
- Correspondence and communication (emails, letters, phone calls)
- Data management (database maintenance, record keeping)
- Basic bookkeeping and accounting support
- Customer service and assistance
- Document preparation and formatting
- Travel and event coordination
- General administrative support (projects, agendas, calendars)
Some popular Administrative Assistant Ausbildung in Germany
1. Office Clerk
Training on the administration and management of offices is provided in this program, with a focus on tasks like correspondence, customer service, data control as well as bookkeeping.
2. Office Management
It is intended to train apprentices in office management, equipping them with skills such as organization, communication, project management and administrative processes so that they can take on a variety of administrative tasks.
3. Industrial Clerk
This program does not apply exclusively to Administrative Assistants’ roles, but it offers extensive training in the areas of business and administrative functions such as procurement, contracts, accounting or staffing management. This may give rise to a solid basis for administrative positions in industrial sectors.
4. Event Management Specialist
The Program aims to organize events, but it also includes administrative tasks such as budget management, procurement and logistics coordination. It can be suitable for individuals interested in administrative roles within the events industry.
Duration of year
The duration of an Ausbildung (apprenticeship) for an Administrative Assistant in Germany typically ranges from two to three years. The exact time can vary depending on the specific program and the training provider. In general, most Ausbildung programs have a fixed duration of two or three years, combining practical on-the-job training and theoretical instruction at a vocational school (Berufsschule). During this time, apprentices gain practical experience in administrative tasks while attending classes to learn the theoretical aspects of the field.
Specific Modules for Administrative Assistant Ausbildung in Germany
First Year Apprenticeship
- Orientation and familiarization with the company
- Introduction to office systems and software
- Basic administrative tasks (filing, organizing supplies, data entry)
- Developing communication skills (phone etiquette, written communication)
- Basic customer service training
- Introduction to business operations
- Attending vocational school for theoretical instruction
Second Year Apprenticeship
- Advanced administrative tasks (e.g., managing calendars, and coordinating meetings)
- Developing proficiency in office software and systems
- Gaining more responsibility in handling correspondence and communication
- Increasing involvement in customer service activities
- Learning basic bookkeeping and accounting principles
- Participating in office projects and contributing to process improvements
- Expanding knowledge of business operations and departments
- Continuing vocational school instruction with more advanced topics
Third Year Apprenticeship
- Responsibility for the management of administrative tasks on an independent basis.
- Developing professional skills in office software and systems
- To handle more complex correspondence and communication, such as preparing official documents and reports
- Taking on a leadership role in customer service interactions
- Learning the art of bookkeeping and accounting
- Participating in projects for a higher level of office and contributing to the decision-making process.
- Enhancing the understanding of business operations and interdepartmental coordination
- Continuing vocational school education in more advanced and specialized areas.
Best Universities for Administrative Assistant Ausbildung in Germany
- Ludwig Maximilian University of Munich
- Technical University of Munich
- Heidelberg University
- Humboldt University of Berlin
- Goethe University Frankfurt
- Research and identify Ausbildung programs of interest
- Prepare application documents (cover letter, resume, educational certificates)
- Find open positions and submit applications
- Attend the selection process (interviews, assessments)
- Receive an offer of acceptance and review the contract
- Sign the contract to accept the Ausbildung position
- Start the Ausbildung program on the agreed-upon start date
- Follow application instructions provided by each organization
- Meet language proficiency requirements, typically in German
In Germany, the application process for Ausbildung as Administrative Assistant involves research and identification of opportunities, preparation of application documents, submission of applications, participation in the selection process, acceptance of the offer, and initiation of the program. The language proficiency of German is usually required and you must take care to follow the instructions, which will enable you to meet this requirement.
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