Clerical or administrative assistants do a wide range of office work. They assist more senior members of staff with a variety of different tasks.
The Work
You could be:
opening mail and delivering it to the appropriate staff members
stamping or franking mail to be posted
using a computer to type documents such as letters and reports
answering the phone and covering reception duties
filing, photocopying and using the fax machine
at a meeting, taking minutes on a notepad and later typing them up on a computer
keeping accounts, preparing invoices, handling cash and processing wages
managing diaries and making travel arrangements for staff
using specialist software such as a customer relationship management system or finance packages.
Pay
The figures below are only a guide. Actual pay rates may vary, depending on:
where you work
the size of company or organisation you work for
the demand for the job.
Starting salaries for clerical or administrative assistants in Scotland tend to be around £17,000 a year. This may rise to £24,000 a year with experience.
Conditions
You could work within a wide range of different types of companies and organisations, for example engineering, commercial, legal, manufacturing or scientific firms.
You would be based in an office.
You would spend a lot of time working at your desk.
You would normally work Monday to Friday, 9.00am to 5.00pm.
You could go in straight from school, usually with 3 subjects at National 4 or 5 including English and Maths.
In other cases, you could take a full time course at college. Relevant courses include an NC or NQ (SCQF Levels 4-6), HNC (SCQF Level 7) or HND (SCQF Level 8) in administration or business before applying for a job.
There are often no formal entry requirements for an NQ or NC but some colleges may ask for 3-4 subjects at National 4 or 5.
Entry requirements for an HNC or HND are 1-2 Highers plus some subjects at National 4 or 5.
You could enter through the Business Skills Foundation Apprenticeship (FA), which you can start in S5 and study at school and college. Entry requirements vary between colleges, but you usually need 3 subjects at National 5 including English and Maths.
You may get in through a Modern Apprenticeship.
You usually need good IT skills.
What Does it Take?
You should be:
able to follow instructions closely and accurately
able to spell, punctuate and do basic number work with or without a calculator
familiar with using a computer
well organised and methodical
able to communicate well face to face and on the phone
able to work as part of a team.
Training
Training is usually on the job.
If you do not already have an NQ, NC, HNC or HND you could study part time for an SVQ Business and Administration at SCQF Levels 5 and 6.
If you do a Foundation or Modern Apprenticeship, you would study for the relevant SVQs.
Getting On
You could be promoted through the grades from administrative assistant to administrative officer.
You might become a supervisor or team leader and then an office manager.
You could also gain wider experience and broaden your career by moving to different types of organisations.
