Local government administration assistant

Local government administration assistants provide administrative support for senior staff and managers. They have responsibility for a wide range of duties, such as updating, recording and storing information, dealing with the post, filing and word processing. Some administration assistants work at an enquiry or reception desk.

Also known as:

• Council administration assistant

Work activities

Local government is funded by public money and is responsible for providing a very wide range of services. There are departments that deal with services such as housing, education, environmental health, social services, planning and transport, as well as elections, tourism, libraries, leisure and recreation. Local government administration assistants often have a wide range of clerical and administrative duties, usually working under supervision. Their duties could vary depending on where they work. Some assistants might be responsible for collecting and opening the post, and for delivering it to the appropriate department or member of staff. They might also collect outgoing mail and prepare it for sending, using a franking machine to record payment of postage and placing mail in the correct postbag.

Administration assistants provide office support, carrying out duties such as sending emails, photocopying, filing, producing and sending routine letters, making diary appointments, answering the telephone, taking messages, and ordering stationery and other resources. Many council departments are open to the public, so they receive enquiries from a wide range of people. Administration assistants might answer these enquiries on the telephone or face to face, for example, on a reception or enquiry desk. In some departments, for example, housing or social services, assistants might interview members of the public. Administration assistants record information, either manually by filling in forms, or, increasingly, by updating computer documents or databases. Some administration 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.

Administration assistants might be responsible for keeping accounts or compiling statistics on, for example, wages, salaries and rents. Most administration assistants keep these records on a computerised system. In highways and planning departments, for example, much of the information they handle is of a technical nature. In some large councils, administration assistants might work in central business support units, providing administrative services to several departments. Some administration assistants provide a secretarial service to a small team of officers or to a senior manager, producing all their reports and letters. They might be responsible for a diary, booking appointments and organising meetings or conferences. Most of their duties are office-based, although senior administration assistants might spend time out of the office (making site visits, for example). They will be expected to work on their own initiative if their manager is out of the office.

Being able to read, write and speak Welsh may be an advantage when you’re looking for work in Wales.

Personal qualities and skills

As a local government administration assistant, you’ll need to be:

• Able to work accurately and pay attention to detail.
• Well organised and methodical in your work.
• Able to prioritise tasks, especially if you are working for several managers.
• Of smart appearance if you have contact with members of the public.
• Able to deal with confidential information.
• Professional and polite, with a helpful telephone manner.
• Able to use your initiative when necessary.

You should have skills in:

• Writing and number.
• IT and keyboard.
• Communication and interpersonal.
• Customer service.
• Teamwork.
• Using standard office equipment such as photocopiers.

Pay and opportunities

Salaries are linked to a national scale but vary depending on the local authority, role and responsibility. The pay rates given are approximate. Administration assistants earn from around £18,000 - £24,500 a year and higher for more experienced staff. Those who work in London usually receive an extra allowance.

Hours of work: Most administration assistants work 37-39 hours, Monday to Friday. Full-time, part-time, temporary and flexible working arrangements might be available.

Where could I work?

Employers are local authorities such as county councils, district councils, city councils, borough councils, town councils and parish councils. Opportunities for administration assistants occur in local authority offices in towns and cities throughout the UK.

What’s happening in this work area?

Local authorities have made significant reductions to services since 2010 due to Government spending cuts. Some services might be shared between councils. This might mean a freeze on recruitment in most areas.

Where are vacancies advertised?

Vacancies are advertised on the LG Jobs and individual local authority websites, in local newspapers, and on the Government’s Find a Job service.

Entry routes and training

You can enter this career by applying directly for vacancies and trainee posts. Local authorities often ask for between two and four GCSEs at grades 9-4 including English and maths, or equivalent qualifications.

There are a number of relevant apprenticeships in this area, including:

• Business administrator (level 3 / advanced)
• Public service operational delivery officer (level 3 / advanced)

Local authorities provide on-the-job training and, increasingly, the opportunity to work towards a relevant certificate or diploma, usually in business and administration or customer service at levels 2 or 3.

Assistants can progress to senior assistant and administrative officer posts after further training and experience.

Qualifications

Many local authorities ask for a minimum of two to three GCSEs at grades 9-4, including English and maths, or an equivalent work-based qualification. Depending on the post, local authorities might also ask for keyboard and IT user qualifications. For example, they might ask for a certain typing speed, audio typing and knowledge of word processing. In some cases, applicants with relevant skills might be able to enter, even if they do not have the above qualifications.

To qualify for an advanced apprenticeship, you will need GCSEs in English and maths. However you may be able to complete these on the job.

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 developed skills in administrative support or customer service. Relevant work-related qualifications in business and administration can be useful.

Related careers

• Administrative assistant
• Administrative assistant - Civil Service
• Administrative officer - Civil Service
• Housing assistant
• Local government administrator
• Office receptionist
• Post room assistant