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 claim forms and applications for benefits
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 which department you are working for. Administrative assistant pay scales can be in the region of around £15,500 to £21,500 a year. Administrative officer pay scales can fall between £18,000 and £21,500 a year. There is a wide range of benefits including a good 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, 9.00am-5.00pm Monday to Friday, but might occasionally have to work overtime.
You can apply for any job in the Civil Service if you are a UK national or have dual nationality with one part being British.
If you are a Commonwealth citizen or a national of the European Economic Area (EEA), some jobs are open to you. After January 2021, EEA nationals will have to apply for Immigration Status for either long or short term employment.
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 normally need at least 2 subjects at National 5 including English and often Maths. Many applicants have more.
Administrative officers normally need at least 5 subjects at National 5 including English and preferably Maths, or an SVQ in Business and Administration at SCQF Level 5. Many applicants have some Highers or a degree.
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. The certificate must be less than 12 months old.
You might be able to get in through the Civil Service Fast Track Apprenticeship Scheme. There are six different schemes available: Business, Commercial, Finance, Digital Data and Technology, Policy and Project Delivery. The website has full details of application dates, entry requirements, pay levels and qualifications achieved on the scheme.
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, NQ, HNC 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
On completion of the Fast Track Apprenticeship programme, you are eligible to apply for the Fast Stream. This is the Civil Service graduate scheme.
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 such as tourism, child protection, statistics or sea fisheries within the Scottish Government. Most are in Edinburgh but some are in Glasgow or elsewhere.
With the exception of Fast Stream graduate entry (see the job profile forCivil Service Administrator - Fast Stream) and Fast Track Apprenticeship Scheme, there is no central recruitment to the Civil Service. Each Government department and agency manages its own recruitment.
The Civil Service Careers website provides lots of information and you can search for job on the recruitment website noted below. You can get information on the wide range of government departments and agencies from that website and from the GOV.UK website, also noted below.
