Administrative assistant: Civil Service

Civil Service administrative assistants work in government departments and agencies. They help to make sure that offices run smoothly. For example, they update, record and store information/documents, answer enquiries, deal with the post and keep accounts up to date; they might also have some reception duties.

Work activities

The Civil Service is made up of a large number of government departments and agencies. Administrative assistants could work in any department or agency. Their duties vary widely depending on the place of work, but often include:

• Updating records.
• Dealing with customers.
• Using IT.

Some administrative assistants might carry out duties such as:

• Opening and sending off mail.
• Sending emails.
• Photocopying.
• Filing.
• Answering telephone enquiries and taking messages.
• Ordering supplies.
• Arranging meetings.
• Providing cover on a reception desk.

They often process and record information by updating computer files or databases. Some assistants are responsible for filing systems and for making sure that important documents are properly recorded and stored. Some administrative assistants are responsible for making calculations, perhaps preparing figures for accounts or statistical information, or processing payments. They might be responsible for employees’ records, such as time sheets, staff absences and annual leave dates, and claims for expenses. Many administrative assistants have word-processing duties, for example, preparing letters, reports, press releases or newsletters. Being able to read, write and speak Welsh may be an advantage when you’re looking for work in Wales.

Personal qualities and skills

You’ll need skills in:

• Writing and number.
• IT and keyboard, often including email, word-processing, spreadsheet or database skills.
• Interpersonal and communication.
• Using standard office equipment such as photocopiers.

Pay and opportunities

Most people in this career earn £14,000 - £28,000.

Administrative assistants usually work 38-40 hours, Monday to Friday. Flexible working arrangements include part-time work and job-sharing.

Where are vacancies advertised?

Vacancies are advertised on the Civil Service Jobs website, in local/national newspapers, and on the Government’s Find a Job service.

Entry routes and training

You can enter this career by applying directly for trainee posts. To work as an administrative assistant in the Civil Service, you will need to meet certain nationality requirements, depending on the post and the department. You might need to pass a written or online test. An apprenticeship is also great place to start. 

Most of the training of administrative assistants is done on-the-job by more experienced staff. You might also go on some training courses, for example, in IT. You might also have the opportunity to take qualifications through day-release courses, for example in business and administration, or in customer service.

Administrative assistants might gain internal promotion to administrative officer grade after gaining relevant experience.

Qualifications

Civil Service departments and agencies usually look for relevant competencies in written and verbal communication, managing workloads, using IT, building working relationships, self-development and, sometimes, customer service. Each department and agency has its own entry requirements. GCSEs in English and maths are important.

Adult opportunities

Age limits: It is illegal for any organisation to set age limits for entry to employment, education or training, unless they can show there is a real need to have these limits.

Some entrants have a background in office administration or clerical work. Relevant work-related qualifications in business and administration can be helpful. You might be able to take an intermediate level apprenticeship or an advanced level apprenticeship in business and administration. Departments usually ask for at least two GCSEs at grades 9-4 including English and sometimes maths, or equivalent. Some offer a written test as an alternative for those without the required qualifications.

Related careers

• Administrative officer − Civil Service
• Housing assistant
• Local government administration assistant
• Magistrates’ court assistant
• Office receptionist
• Post room assistant
• Production assistant