Civil Service administrative assistants and officers carry out clerical and administrative work in central government offices and agencies. They help to make sure that government policies are developed and put into effect.

The Work

You could be:

• opening and replying to mail and emails
• inputting information on databases and using the information to create reports on the computer
• ordering office supplies and arranging maintenance of office equipment
• keeping accounts up to date
• answering questions from members of the public, face to face or by telephone or email
• dealing with applications, enquiries and claim forms
• managing the diaries of senior members of staff and organising meetings, catering and travel
• taking minutes at meetings.

Pay

The figures below are only a guide. Actual pay rates may vary, depending on:

• where you work
• the government department in which you work.

Salaries vary depending on the department you work for and where the job is based. Administrative assistant salaries are often between £23,000 and £27,000 a year. Administrative officer salaries are commonly between £27,000 and £31,000 a year. Civil Service employees usually receive a range of benefits, including a pension scheme.

Conditions

• You would be based in an office, probably sitting at a computer most of the day.
• In some cases, you may have to visit other organisations or people's homes.
• You would normally work standard office hours, although these may vary depending on the department and role.
• Flexitime is usual.
• You might work part time or job share.

Useful Subjects

• Administration and IT
• Business
• Business Management
• Business Skills (SCQF Level 6)

Getting In

• Nationality and right-to-work requirements vary depending on the role and government department. Check individual vacancy details for current eligibility requirements.
• Each department has its own entry requirements and advertises its own vacancies, usually on its own website, on the Civil Service Recruitment website, GOV.UK and Find a Job websites and in local newspapers and Jobcentre Plus offices.
• Administrative assistants often need at least 2 National 5 qualifications, including English. Some employers may also ask for Maths.
• Administrative officers often need around 5 subjects at National 5, including English, and may also ask for Maths. Many applicants have additional qualifications such as Highers, a relevant SVQ at SCQF Level 5 or a degree (SCQF Levels 9-10).
• You would normally complete an application form for a particular vacancy and then attend for an interview.
• You may also have to sit an entrance test. This may cover teamwork and communication abilities and number skills.
• The Scottish Government requires security checks for all successful candidates. You will require a satisfactory criminal record check from Disclosure Scotland to show that you are suitable for this type of work. Contact Disclosure Scotland for details on the type you would need. 

Job Outlook Scotland

Job Outlook Scotland and UK

  Scotland

2026

18528

2.6 %

RISE

2031

19008

  United Kingdom

2026

181808

3.1 %

RISE

2031

187489

LMI data powered by Lightcast

What Does it Take?

You should be:

• accurate
• methodical
• willing and able to follow instructions
• well organised
• able to use your initiative
• able to respect confidential information.

You should have:

• good written and spoken English
• strong interpersonal skills
• teamwork skills
• good IT skills.

Training

• You would usually be trained on the job by experienced members of staff.
• You would also attend short courses relevant to your work.
• You may be funded to study for an NC or NQ (SCQF Levels 4-6), HNC (SCQF Level 7) or an SVQ by distance learning.
• Civil Service Learning also run a wide range of relevant courses for staff that are mainly work based or online.

Getting On

• In the Civil Service there is a structured promotion system.
• With experience, you could move from administrative assistant to administrative officer.
• You could develop your career further by applying for management positions, by moving into a specialist area such as finance or information technology or by transferring to a different government department.
• Studying for relevant qualifications will improve your chances of promotion.

More Information

Civil Service jobs are in a range of government agencies and departments in areas such as finance, education, justice, transport, environmental protection and rural affairs. Most are in Edinburgh, but some are in Glasgow or elsewhere. Each government department and agency manages its own recruitment.

The Civil Service Careers website provides information about careers, training and current vacancies.

Contacts

The following organisations may be able to provide further information.