Word Processor Operator

Also known as:

Audio Typist
Copy Typist
Typist
Administrative Assistant, Word Processing

Introduction

Word processor operators type documents using computer software and word processors. Their duties may involve copy typing, audio typing and typing from shorthand. Some jobs also include other clerical or secretarial duties, such as photocopying, faxing, filing, dealing with post and working at a reception desk.

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Work Activities

Word processor operators copy type accurately from a draft document, audio type from a tape-recorded message, or type from shorthand notes. They type, format and print out correspondence, reports, tables, notes from meetings and other documents.

In small offices, an operator may do all the different kinds of word processing; in larger offices, they may specialise, for example, in audio typing.

Word processor operators may work alone in a small office, or as part of a team, working on machines linked to a central system, with printers available in different offices.

As the operator types the document, text appears on the screen. The operator may amend the layout and spelling, and print out the document, by pressing different keys on the keyboard.

The word processor has a memory that allows the operator to file, store and call back the document when needed. For example, if a firm wishes to send 1000 standard letters, the operator can keep the basic text the same for each letter, changing only the name and address using mail merge.

They can print out a copy of the document, either as a finished copy, or for proofreading. Word processor operators usually proofread documents before handing them on to the relevant department.

Word processor operators often have a number of other duties. These may include photocopying, filing, faxing, answering the telephone and providing cover on a reception desk.

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Personal Qualities and Skills

As a word processor operator, you will need to be well organised, logical, methodical and accurate. You also need to be able to work quickly (a typing speed of between 40 and 50 words per minute is the usual requirement).

A good grasp of grammar and spelling, and an eye for detail, are important qualities. Basic number skills will help you to check for accuracy when typing up financial documents.

It is important to be a good timekeeper, conscientious and able to get on with other members of staff. Good hearing is important if you use audiotapes.

You will often have to work to deadlines, so you must be able to prioritise and manage your work.

You must have a respect for confidentiality because you may type up personal and confidential documents.

In order to progress to a more senior secretarial position, you may need to develop further skills, such as shorthand.

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Pay and Opportunities

Word processor operators' salaries vary depending on their employer and responsibilities.

The pay rates given below are approximate.

Word processor operators earn in the range of £10,500 - £12,000 a year, rising to £13,500 - £16,000. Higher earners can make around £19,500 a year.

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

Opportunities for word processor operators are decreasing. Vacancies occur mainly in the public sector, eg with local authorities and the police service.

There may be opportunities to work from home, although you may need equipment, such as a computer and broadband Internet access.

The work is popular and entry is fairly competitive.

Temporary work, on a casual basis or through short-term contracts, is widely available from secretarial and office employment agencies.

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Adult Opportunities

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, such as in office and administrative work.

Colleges will usually consider applications from candidates who do not meet their usual entry requirements. You should check the admissions policy of individual colleges.

Some college courses are aimed specifically at people who want to gain or update their keyboard and secretarial skills. These can be organised on a one- or two-term full-time intensive basis, or taken part-time or online.

A large number of centres offer relevant distance learning or flexible learning courses in ICT skills such as word processing, spreadsheets and databases.

• 37% of word processor operators work part-time.
• 13% have flexible hours.
• 3% of employees work on a temporary basis.

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New Developments

This occupation may involve homeworking.  Find out more about Working from home.