Clerk/administrative assistant

Clerks, or administrative assistants, help to support the smooth and efficient running of offices. They carry out a wide range of clerical and administrative tasks, such as updating, recording and storing information, photocopying, filing, word processing, answering the telephone and dealing with the post.

Also known as:

Typist

Work activities

Administrative assistants work in offices, helping to make sure that their organisation’s administrative and information systems run smoothly. They have a wide range of clerical and administrative support duties, usually working under supervision. Administrative assistants might be responsible for collecting and opening the post, and for delivering it to the correct department or member of staff. They might also collect outgoing mail and prepare it for sending. They use a franking machine to record payment of postage and place mail in the correct postbag. They provide administrative support, carrying out duties such as sending emails, photocopying, filing, answering the telephone, taking messages, and ordering stationery and other resources. Some administrative assistants provide cover on a reception desk or telephone switchboard.

Administrative assistants also keep and update records. They usually do this by entering data into a computer, sometimes using databases. Alternatively, they might record information by filling in forms or writing notes. Some administrative assistants are responsible for filing systems, making sure that important documents are properly recorded and stored. They can then find information on request from other members of staff. Some administrative assistants might have responsibility for employee records such as time sheets, staff absences, pension contributions, claims for expenses and holiday leave entitlements.

Some administrative assistants specialise in accounts/finance work, with particular responsibility for the financial aspects of office administration, such as preparing invoices and working out the cost of customer orders. They might calculate wages based on employees’ time sheets, deducting tax, medical insurance, pensions contributions and National Insurance. In export departments, administrative assistants process orders for goods to be sold overseas, record customer details and addresses for delivery, and make travel arrangements involving shipping or airlines.

In the NHS, they might be dealing with confidential information such as patients’ medical records. In central and local government, they might be dealing with members of the public, elected representatives or professional staff. Some administrative assistants have word-processing duties. They might word process from a rough draft of a document or from recorded speech (audio transcription). Administrative assistants might specialise as word processor operators, usually in larger offices. In smaller offices, they are likely to have a number of other duties.

Personal qualities and skills

As an administrative assistant, you’ll need:

Literacy and number skills.
Communication skills.
IT, word-processing or keyboard skills.
To be well organised, methodical and careful in your work.
Teamwork skills.
The ability to operate standard office equipment, such as photocopiers.
To have a smart appearance if you have reception duties.
A professional, polite, helpful telephone manner.

To be able to use your initiative to complete tasks. You might need to be able to deal with confidential information. Word processor operators might be required to have typing speeds of between 40 and 50 words per minute.

Pay and opportunities

Pay rates vary widely depending on type of organisation, location and responsibilities. The pay rates given are approximate. Administrative assistants earn in the range of £14,000 - £28,000 a year.

Administrative assistants usually work 38-40 hours, Monday to Friday. Full-time, part-time, temporary and flexible working arrangements are available.

Where could I work?

Employment is in every sector of industry, commerce and public service. In some industries, there could be opportunities to work from home. Temporary work, on a casual basis or through short-term contracts, might be available from employment agencies. Opportunities for administrative assistants occur regularly in towns and cities throughout the UK.

Where are vacancies advertised?

Vacancies are advertised in local newspapers, on job boards and employers’ websites, and on the Government’s Find a Job service.

Entry routes and training

You can enter this career by applying directly for vacancies. A level 3 (advanced) apprenticeship as a business administrator is also great place to start.

Training is available, sometimes through day-release to college, which leads to nationally recognised qualifications. These include a variety of diplomas and certificates offered by Edexcel (BTEC), OCR, EDI and City & Guilds.

You might also have the opportunity to take qualifications in business and administration, or in customer service.

Administrative assistants can progress to team leader or supervisor posts after further training and experience. Administrative assistants can specialise in particular areas such as finance, customer service, data records or reception. Some administrative assistants can progress to secretarial or administrator posts.

Qualifications

You will typically need good maths and English to enter this role – GCSEs in these subjects will help. If you wish to enter this career through an advanced apprenticeship, you will need GCSEs in English and maths, although you may be able to complete these alongside your programme.

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 relevant background in, for example, office administration, or relevant qualifications, including work-related qualifications in business and administration.

Related careers

Accounts assistant
Administrative assistant – Civil Service
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Insurance administration assistant
Local government administration assistant
Magistrates’ court assistant
Medical secretary
Office receptionist
Payroll assistant
Post room assistant
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