Proficient in Microsoft Office - what does it actually mean?

[Officework]

I often see this in job Ads and I always state that I am proficient in using Word, Excel and PowerPoint with some experience in Access Database. But I am wondering if sometimes it requires more ie. being a whizz at Microsoft Outlook and syncing up calendars and meetings etc. I obviously use Microsoft Office email in a job that uses it as their main email system and I’ve added stuff onto calendars but I have the impression that I have only scratched the surface and that there are PAs using it in a far more complex way that I haven’t.

What are the ‘minimum’ requirements for someone who says they are ‘proficient in Microsoft Office? Could some admin types perhaps tell me at what level you are with say, Outlook? Or Excel?

And I have seen a lot about a system called Trello lately - does anyone use that?

I’ve been out of work for nearly 3 years now and was previously an admin/production assistant type. I’m looking for admin work again and am also thinking of trying to become a transcriber. My touch-typing is fast-ish but I’ve never done the proper plugged-in audio typing. If anyone has anyone ideas of the best way for me to train up on that I would also be grateful (I might start a separate thread for that)

I should add that I’m in my 50s and feel very downbeat after applying for loads of jobs and getting nowhere. I feel as if I am not that whizzy type of admin person that has been a high end PA and therefore my age can be overlooked because I’m brilliant and unflappable (i know a few of them!) I’m just capable with lots of experience of working in high pressured environments that required good organisational skills and people skills.

I do not want to join any agencies because I do not want to be sent from pillar to post with 5 days here and 10 days there and I have experience of feeling too old for these places when I registered with several in my mid-30s!

I think I need to up my game so all advice welcome.

[AlexaRain]

Proficient just means able to use. I can use Word, Outlook, Powepoint to a decent level (enough to do my job - HR). I could do with an excel course though - I use it for budgeting but it's a pre set up spreadsheet and I just input and view. I'd struggle to set up a spreadsheet that includes macros and pivot tables etc.

I've looked into online courses before. Maybe you could do some to brush up your skills? I didn't notice if you said you are currently employed, if you aren't then I think you can do some via the job centre for free.

[HollowTalk]

There are tons of free tutorials on YouTube - just search for Microsoft Outlook.

I've used Excel tutorials on there, too, and they are excellent. Perhaps you could make a list of what you know how to do (eg VLookup) or what you know you need to be able to do, and start to search then?

[Officework]

I know the dictionary definition of proficient [ grin] I guess I was just wanting to get a feel for the levels of proficiency people are operating on in their own jobs. I’m pretty good at Excel in that I can set up one from scratch, paste links between sheets, change layout, macros etc... but I’ve not done complex WhatIF formulae or other stuff that perhaps a statistician would use. I’m sure if there was a specific function I needed to master, you’re right there’s loads of online tutorials.

I’ve been out of work for 3 years alexa The Jobcentre will not look at me as I’m not entitled to benefits because I live with someone who is earning a fairly decent wage. I’ve been down that soul-destroying route before. They are only interested in getting people off benefits - if you’re not on them, you’re not of interest.

[AlexaRain]

When we use proficient in our job specs / ads we just mean able to use well enough for the job being applied for - that's what I meant. Difficult to test at interview, unless you give applicants some kind of inbox exercise. Generally we assume that if someone is coming from a similar job then they will be "proficient". Same with Uni/college/school leavers (depending on their quals).

However a finance person, on the same level as me (HR), would be expected to be at a higher level of excel than me, as they need excel more in their job. So I'd say, whilst both job specs would say "proficient user of Excel", that actually means proficient for the job being advertised.

[MumofPsuedoAdult]

I think it depends on the job you're applying for. If it's a company where they use a lot of Powerpoint (like were I am) you'd be expected to know more than the basics otherwise it would slow you down. Are you on LinkedIn? You can get one month free on LinkedIn Learning and there are literally hundreds of courses on there that could help you, not just in MS but to gain confidence to get back into the work place.

[SausageDogSandwich]

It depends on the job. A good PA would be expected to have complex diary management, managing inboxes, advanced Word, advanced PowerPoint and intermediate Excel IME.

Too many candidates and severe lack of admin jobs is the reason you aren't getting anywhere. Also, there are nowhere near the number of temp jobs that there were. You will be very lucky to get 10 days, 3 weeks there, etc.

[Blibbler]

We've moved to office 365 / MS Teams in the past couple of years at work. I would update your CV to reflect this latest version of office and take out Access unless a job specifically asks for it as it can read as a bit dated.

Document control is important for admin staff in my team as everything is shared/saved in the cloud so understanding version control is vital, along with working with tracked changes and setting up Teams/Sharepoint sites.
Excel - setting up pivot tables, and conditional formatting is about as complex as it gets in my team but am sure this will vary widely depending on roles your applying for.

[EduCated]

Agree that Access doesn’t tend to be a thing for your average admin these days.

In my role (office based role, not specifically admin), I would say that some of the things I tend to notice (not in a good way) if colleagues can’t seem to do:

• Using track changes and comments to be able to mark up documents and work on them with others
  
• Being able to format documents sensibly with line spacing, tables that make sense, knowing how to adjust margins or fix weird spacing. My line manager absolutely mangles documents and it’s a real faff to edit anything she’s worked on!
  
• Knowing how to use the proper headings within documents for accessibility (not just making things bold)
  
• Knowing how to use Teams to share documents, use different Team channels etc. (were still pretty new at using it as we only got it post-COVID and proficiency across our team is very mixed... me included!)
  
• Using Outlook to set up meetings, have access to multiple mailboxes, and manage your own inbox sensibly in a way that makes sense for you
  
• Knowing when to use teams chat rather than sending emails (this is more behavioural and organisations specific)
  
• Basic pivot tables and ability to create and sense check simple graphs in Excel (we are not finance-based in anyway!)
  
• Able to make a sensible PowerPoint that is well laid out (not too much text, no crap images etc.)
  

We rarely need any fancy formulae for excel in our role, but would just find a YouTube tutorial if we did! Similarly more complex functions in other programs - for example we needed a document to only be viewable for some people on teams rather than editable. I didn’t know how to do it, but equally was quite comfortable googling to find out how to do it. I think it’s less about perfect and extensive knowledge, and more that sense of confidence in using programs and knowing that if you don’t know, you can figure it out or look it up.

I believe you can access Microsoft programs via Office online now, which is probably worth doing if you don’t have access to the latest versions. I know you can access Teams as well but not sure how much you’d get from using it by yourself, but should be able to familiarise with the layout.

I find some people are increasingly using the Google suite of programs (Docs, Sheets, Gmail etc.) so would suggest acquainting yourself with those too if you haven’t used them, though if you can use Microsoft you’re very unlikely to run I to problems with them!

[GeronimoHate]

Agencies don't only recruit for short term assignments, they do get permanent positions as well - would you do a maternity cover for example? - sign up and state your min requirements - you are blocking vital opportunities.
Are you signed up with Linkedin, full CV described - lots of company's a doing in house searches on skills instead of using recruitment agencies and posting on the jobs board where you get inundated with completely unsuitable desperate candidates - (gardener applying for accountant type things - ok I exaggerate but you get the picture).
Practice your audio typing using Typing.com - it's an excellent resource and it's free with ads.
For PA type roles - diary management is crucial, it's our PA's bread and butter. All of our team do their own typing, powerpoints, excel spreadsheets and filing - even the MD does all these things himself.

I do a business manager type role for a small company - I need to be across - HR, IT, Finance, book-keeper, admin - it's a varied role and I never know what I might be doing from week to week.

I don't believe age is a barrier, (I am only a couple of years younger) - I do think if you are the type of person who is fed up with change, thinks younger people have no clue and you as an older person has it sorted (you are going to be difficult) and almost takes pride in being a technological dinosaur, you will not going to be in great demand regardless of your soft skills (I have seen this attitude boasted many times on this board like a badge of honour). Demonstrate by your experience, you are open-minded about learning new software/processes and adapting to new environments - your age should be irrelevant to you too.

[Officework]

EdUcated Blibbler GeronimoHate thanks for some very useful insight and info. I know through one of my previous jobs the importance of tracking changes and document versions but have forgotten how to do that so will brush up. I agree that there’s a lot more people working collaboratively over things like Google Docs so will look at that too.

Formatting of Word Documents I can do quite well BUT I am averse to using all the Pre-set headings and have often thought I’m missing a trick so will swot up on them. I’ve spent a lot of times trying to adjust line-spacing in documents - sometimes it’s straightforward but I know I’ve got in a pickle when the document has been using the preset headings so will reacquaint myself with how I get myself out of those situations.

Thanks for all the other tips and links. I need to have some sessions on YouTube to fine-tune my current skills. I think I could do with learning some short cuts because often speed is of the essence. I’ve set up meetings on outlook and overseen schedules.

It’s about being able to hit the ground running and slot in with the minumum of fuss. I’m not rigidly set in my ways and usually quite quick to learn new systems.

Thanks again all.

[Elieza]

We just hired someone from an agency for a years may leave. So there are posts out there.

[Elieza]

Mat leave. Fucking autocorrect.

I’m NOT proficient in texting.