Clerk

Introduction

Clerks help to ensure the smooth and efficient running of offices. They have responsibility for 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.

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Work Activities

Clerks work in offices, helping to ensure the smooth running of their organisation's administrative and information systems. They have a wide range of clerical and administrative duties, usually working under supervision.

Clerks may be responsible for collecting and opening the post and delivering it to the appropriate department or member of staff. They may 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. They may receive enquiry emails from members of the public and forward them to the appropriate person,

They provide administrative support, carrying out duties such as photocopying, faxing, filing, answering the telephone, taking messages, ordering stationery and other resources, and perhaps providing cover on a reception desk or telephone switchboard.

Clerks record information, usually by updating computer notes or databases. At meetings they may take minutes on a notepad and type them up afterwards on a computer. Some clerks are responsible for filing systems, making sure that important documents are properly recorded and stored. They may extract information on request from other members of staff.

Clerks may have responsibility for employee records such as time sheets, staff absences, pensions contributions, claims for expenses and holiday leave entitlements. They may also calculate and prepare wages.

Some clerks may 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 calculate wages based on employees' time sheets, deducting tax, medical insurance, pensions contributions and National Insurance.

In export departments, clerks process orders for goods to be sold oversees, record customer details and addresses for delivery, and make travel arrangements involving shipping or airlines.

Some clerks have word processing duties. They may word process from a rough draft of a document, from shorthand notes, or from an audio tape of recorded speech. Clerks may specialise as word processor operators, usually in larger offices, while in smaller offices they are likely to have a number of other duties.

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Personal Qualities and Skills

Employers look for staff who are well organised, methodical and careful in their work. Some clerical tasks can be repetitive, so you must be happy with this, and able to keep your concentration and accuracy at all times.

Good literacy and number skills will be important, for example, when completing forms or keeping records of sales figures.

Computer, word processing or keyboard skills are increasingly important. Word processor operators may be required to have typing speeds of between 40 and 50 words per minute. You must also be able to operate standard office equipment, such as fax machines and photocopiers.

To some employers it is important that clerks have a smart appearance, especially if they have reception duties. You are also likely to need a professional, polite, helpful telephone manner.

Clerks usually work under supervision, although you must be able to use your initiative to complete tasks.

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Pay and Opportunities

Starting salaries can vary.

The pay rates given below are approximate.

Clerks earn in the range of £11,500 - £15,500 a year, rising to £20,500. Higher earners can make around £27,000 a year.

Clerks usually work 35-39 hours, Monday to Friday. Full-time, part-time, temporary and flexible working arrangements may be available.

There is a steady demand for clerks, and employment is in every sector of industry, commerce and public service. In some industries, there may be opportunities to work from home, although you may need equipment such as a word processor and fax machine.

Temporary work, on a casual basis or through short-term contracts, may be available from employment agencies.

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Adult Opportunities

It is now 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, for example, SVQs in Business and Administration (levels 1 and 2) or equivalent.

Having relevant qualifications, for example, SVQs in Administration (levels 1/2), is an advantage.

• 9% of clerks are self-employed.
• 37% of clerks work part-time.
• 9% have flexible hours.
• 8% of employees work on a temporary basis.

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