Administrative Assistant - Civil Service

Also known as:

Civil Service Administrative Assistant

Introduction

Civil Service administrative assistants work in a variety of government departments and agencies. They may update and store information, sort and file documents, check forms and records, and do photocopying and faxing. They may also have reception duties, such as greeting visitors and operating a switchboard.

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Work Activities

Administrative assistants may work in any department or agency in the Civil Service. They do a variety of administrative tasks depending on where they work.

They keep records, print or photocopy documents, check forms and documents, and send out acknowledgements. In some departments, they write letters or use calculators to prepare figures for accounts or statistical information. They may record information on databases or computer files. They might process records for staff time sheets, absences, annual leave and expenses.

They may act as receptionists and answer the telephone, operate a switchboard and deal with routine enquiries from the public.

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Personal Qualities and Skills

As an administrative assistant, you must be methodical and well organised. Attention to detail is very important, for example, when you check forms and documents. You need IT skills including word processing and using spreadsheets and databases. You need to be able to use fax machines and photocopiers.

Sometimes administrative assistants work on reception, greeting visitors and operating a telephone switchboard. For these duties, you should have a polite, friendly and professional manner and good telephone skills.

You must be able to decide on your work priorities and use your initiative. In certain departments, you must be aware of the importance of working in a confidential way.

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Pay and Opportunities

Salaries for administrative assistants in the Civil Service vary depending on the department and responsibilities.

The pay rates given below are approximate.

Administrative assistants earn in the range of £13,500 - £14,500, rising to around £17,000 - £19,500 a year. Higher earners can make around £24,000 a year.

Administrative assistants within the Scottish Government, for example, are on Band A1 of the salary scales. Band A1, A2 and A3 runs from approximately £12,000 - £17,000 a year.

Administrative assistants typically work 35-40 hours, Monday to Friday. Flexible working arrangements include part-time work and job sharing.

More than 40 government departments and agencies employ administrative assistants, for example, the Jobcentre Plus network, Communities Scotland and HM Revenue and Customs (HMRC).

Employment opportunities occur throughout the UK (about 80% of civil servants are employed outside London).

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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 background in office administration or clerical work. Relevant qualifications such as SVQ level 2 in Business and Administration can be helpful.

Departments usually ask for at least 2 Standard Grades (1-3) including English and sometimes Maths, or equivalent. Some offer a written test as an alternative to those without the required qualifications.

• 24% of administrative assistants and officers in the Civil Service work part-time.
• 68% have flexible hours.
• 4% of employees work on a temporary basis.

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Further Information

Vacancies appear on the Civil Service websites, or are advertised in the local press or in Jobcentre Plus offices.

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