Clerical or administrative assistants provide office support in a wide range of organisations. They help with administrative tasks and assist other members of staff.

The Work

You could be:

• opening mail and passing it on to the appropriate staff members
• using a computer to create documents such as letters, reports and spreadsheets
• answering phone calls, responding to emails and covering reception duties
• filing information, both paper and digital, and photocopying documents
• taking notes at meetings and producing minutes
• helping keep financial records, preparing invoices, handling payments and processing payroll information
• managing diaries and arranging meetings and travel for staff
• using specialist software such as customer relationship management (CRM) systems 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 are often around £24,000 a year. With experience, earnings can rise to around £28,000 to £30,000 a year.

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 a desk using a computer.
• You would normally work Monday to Friday during office hours.
• You could be asked to work overtime.

Useful Subjects

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

Getting In

• You may be able to enter the job straight from school. Employers often look for qualifications such as National 4s or National 5s, particularly in English and Maths.
• You could take a full time college course before applying for a job. Relevant qualifications include an NC or NQ (SCQF Levels 4-6), HNC (SCQF Level 7) or HND (SCQF Level 8) in administration, business or a related subject.
• There are often no formal entry requirements for an NC or NQ course, although some colleges may ask for qualifications at National 4 or 5.
• Entry requirements for HNC and HND courses vary, but typically include 1 or 2 Highers and some National 4 or 5 qualifications.
• You could enter through the Foundation Apprenticeship (FA) in Business Skills, which can be started while at school. 
• You may also be able to enter through a Modern Apprenticeship.
• Employers usually look for good IT skills.

Job Outlook Scotland

Job Outlook Scotland and UK

  Scotland

2026

61136

1.7 %

RISE

2031

62190

  United Kingdom

2026

839850

2.3 %

RISE

2031

859297

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What Does it Take?

You should be:

Training

• Training is usually on the job.
• If you do not already have a relevant qualification, you could study part time for an SVQ in Business and Administration at SCQF Levels 5 or 6.
• If you do a Foundation Apprenticeship or Modern Apprenticeship, you would study for relevant SVQ qualifications.

Getting On

• You could be promoted through the grades from administrative assistant to administrative officer.
• You might become a supervisor, team leader or office manager.
• You could also gain wider experience and broaden your career by moving to different types of organisations.

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