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Administrative Clerk Job Description: Top Duties and Qualifications

An Administrative Clerk, also known as an Office Administrator or Clerical Assistant, is a professional that plays a significant role in ensuring that an office runs smoothly. Their duties include a wide range of administrative and clerical tasks, such as answering the phone, taking care of mail correspondence, managing an effective filing system and scheduling meetings.

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Administrative Clerk duties and responsibilities

The scope of an Administrative Clerk’s duties varies depending on the size and type of company. Administrative Clerks who work for smaller companies typically have a wider range of duties that may include tasks like handling the payroll or organising conferences and workshops. Typically the main duties and responsibilities of an Administrative Clerk include:

  • Managing an office’s general correspondence, including phone calls, emails and faxes
  • Developing and maintaining an effective filing system
  • Scheduling appointments
  • Operating and maintaining office equipment like printers and replenishing office supplies as needed
  • Preparing and proofreading office documents, such as memos and reports, and distributing these as necessary
  • Coordinating communication between various departments
  • Handling basic bookkeeping tasks
  • Maintaining a good relationship with suppliers
  • Managing travel and accommodation bookings for staff members
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Administrative Clerk Job Description Examples:

Example 1

An excellent and rewarding opportunity has arisen for an experienced and ambitious individual to join our Ashington depot as a Depot Engineering Administrative Clerk.

The main purpose of the role will be to ensure adequate stock levels are maintained within the stores and garages, and assist the engineering department in the accurate recording of day to day operational issues.

What Arriva can offer you:
£9.81 per hour
39 hours per week
Fantastic career progression, training and upskilling opportunities
Free bus travel for you and a nominated member of your family residing within the same household
If you don't have a PCV licence, we teach you to drive a bus!
Access to the Arriva Village - Retail discounts and offers
Arriva Workplace Pension

The role will involve:
1-2 days per week (approx.) working from our Blyth depot, so some flexibility required (working pattern to be discussed at interview stage)
Use of computer system to enable effective controls of the company stock
Issue / receipt / storage of company stock and associated items
Receipt and maintenance of company’s fuel and oil stocks
Physical stock checks
Process any administration tasks as may be required
Maintain fuel, accident damage and repair records, and the inputting of jobs sheets
Assist the Engineering Department where necessary to ensure an efficient and reliable service is delivered
To ensure that all items relating to Rota Reports, 24-hour sheets and Running Repair Records are recovered, signed off and input to process purchase orders, conduct stock checks and the booking of parts in and out of stores

Requirements:
Administration experience
Proficient in using Microsoft Office – Word, Excel
Team working
Professional manner
High level of literacy
Working to tight deadlines
Full UK driving license (6 points or less) - essential
Ability to pass fit for a PCV pre-employment medical - essential

APPLY NOW to join the Arriva team to help deliver our vision of providing clean, sustainable and reliable transport services to our customers for a greener future.

At Arriva we acknowledge the importance of our people's diverse experiences, talents and cultures. Embracing diversity and creating inclusion is a key focus for us and the creation of a diverse working environment supporting all genders, veterans, backgrounds, cultures and LGBTQ+ colleagues is central to our ability to unlock your potential.

Job Type: Full-time

Salary: £9.81 per hour

Benefits:
  • Company pension
  • Free or subsidised travel
  • Referral programme
  • Store discounts
    Schedule:
  • Monday to Friday

    Experience:
  • admin: 1 year ID: R-022971

    • Example 2

    Fit Out UK are a leading interior fit out contractor and relocation services provider working in the Retail, Leisure, Commercial & Residential Sectors.

    We are looking for an Administrative Clerk to join the team for a full-time basis.

    Key Responsibilities

    As an administrative clerk you will be responsible for supporting and providing day-to-day efficient clerical services to the Project Team and to meet set deadlines.

    Duties include:

    · Providing general administration assistance to the project team

    · Managing project email inbox

    · Updating spreadsheets and systems (Advanced Excel skills required)

    · Communicating and coordinating effectively with various departments

    · Uploading orders on the online portal

    · Interacting with other contractors and maintaining ongoing relationships with them

    · Preparing job packs for Contract Managers and Project Team

    · Maintaining filing systems

    · Carrying out any other ad hoc admin duties

    Key Skills and Requirements

    · Advanced Excel skills required

    · Previous administrative experience is advantageous

    · Attention to detail

    · Ability to complete tasks in a timely manner

    · Must be able to communicate with colleagues at all levels of seniority and liaise effectively with other internal departments and external contacts

    The successful candidate will have a positive attitude and work ethic with the ability to develop ongoing relationships.

    Job Types: Full-time, Permanent

    Schedule:
  • 8 hour shift
  • Monday to ID: MK10

    • Example 3

    Administrative Clerk

    Job Role

    Due to a full order book our client based near Stamford has a new opportunity for an administrative clerk to work in their design office. Full training will be provided - suitable office junior position.

    Job Responsibilities

  • We require you to have some experience with Microsoft Office and general office skills
  • Produce decals, nameplates & final inspection sheets
  • Use a printer

    Person Specification

  • Data entry skills & Administration experience
  • Good telephone manner
  • Accuracy/attention to detail
  • Strong IT skills
  • Excellent organisational skills

    Hours of Work and Pay

  • 37.5 Hours per week (days)
  • Working Hours Mon –Thurs 07:40 – 17:00 Fri 07:40 – 11:50
  • Salary up to £12.71/hour DOE

    Job Type: Full-time

    Salary: Up to £12.71 per hour

    Benefits:
  • On-site parking
    Schedule:
  • Day Location: One location

    • Example 4

    LPC Law is seeking an Administrative Clerk to join their busy team.

    The successful candidate will work with a team of Clerks responsible for ensuring the effective booking of court hearings by answering phone calls and processing emails quickly and efficiently, ensuring papers, attendance notes and associated correspondence are checked, logged and organised in an accurate and timely fashion.

    The ideal candidate will have previous experience dealing with clients over the telephone and a strong attention to detail. Experience of working within a fast paced and high-volume environment is essential. They will have an organised and professional approach, with a can do attitude.

    Working as part of the Administrative Clerks Department, you will ensure:

    · All administrative tasks related to clients are dealt with promptly

    · Telephone calls to the main line are answered as quickly as possible

    · Hearing bookings are processed in a timely manner

    · Papers and all other documents associated with attendance at court hearings are checked, logged and organised in an accurate and timely fashion

    · All incoming and outgoing post/deliveries are dealt with promptly

    Education and Training

    · Educated to degree level in law preferable.

    · Working knowledge of Microsoft Office

    · Previous office experience, preferably working in a legal environment

    Special Knowledge & Skills

    · Careful attention to detail with appreciation of broader context of work

    · Excellent organisational skills

    · Ability to meet deadlines and work under pressure

    · Ability to display a professional and appropriate approach when dealing with others

    · Ability to identify problems and where possible use past experiences to resolve them

    · Adopts excellent client focus in all aspects of work

    Working Hours:

    7.5 hours per day, Monday to Friday, between 8:00am and 7.00pm (on a rotational basis) with 1 hour for lunch.

    The LPC Law Privacy Notice can be found on the 'Apply' page on LPC Law's Recruitment website. By submitting your application, you are consenting to the information you provide being kept on file and processed for recruitment purposes in accordance with the LPC Law Recruitment Privacy Notice and relevant Data Protection Legislation.

    Please do not provide referee details as part of your application or within your CV. If you are successful in your application, reference details will be requested as part of LPC Law’s pre-engagement screening requirements at the appropriate time.

    Due to high volume of applications, we are unable to respond to unsuccessful candidates.

    Job Types: Full-time, Permanent

    Salary: £28,800.00 per year

    Benefits:
  • Casual dress
  • Cycle to work scheme
  • Gym membership
    Schedule:
  • Monday to Friday

    Education:
  • Bachelor's (required)

    Experience:
  • Administration: 1 year (required)

    Work authorisation:
  • United Kingdom (required)

    Work Location: One ID: AdminClerk2022

    • What does an Administrative Clerk do?

    An Administrative Clerk plays a supportive role in a company by taking care of the day-to-day clerical and administrative tasks and effectively distributing information within an office. Whereas a Personal Assistant typically provides administrative support for a senior staff member in a company, Administrative Clerks take care of common overall office duties. They may also manage the reception area of an office and welcome and direct visitors and clients.

    Administrative Clerk skills and responsibilities

    Administrative clerks have a wide range of responsibilities that require different kinds of skills. As the job involves dealing with management, colleagues, clients and suppliers on a regular basis, these professionals need strong interpersonal skills. However, they should also be comfortable with working alone at times. A successful Administrative Clerks candidate will have various prerequisite skills and qualifications that include: 

    • Good organisational skills for tasks such as bookkeeping, filing and scheduling
    • Excellent communication skills in order to facilitate effective communication within an office
    • Solid knowledge of computers, office equipment and relevant software programs
    • Good customer service skills, as they communicate with clients directly or via phone or email
    • Strong time-management skills and the ability to work without supervision
    • Good at multitasking, as multiple parties or duties may require their attention at any given time
    • Solid bookkeeping skills, including experience in managing payroll
    • Good writing skills that include correct spelling and grammar

    Administrative Clerk experience requirements

    Candidates need to show some previous experience in an administrative position. Depending on the position, applicants may have to prove their proficiency in key areas, such as bookkeeping and payroll, relevant software applications and general office procedures. Candidates who are applying for positions in certain industries, for instance, the health industry, may also need industry-specific experience.

    Administrative Clerk education and training requirements

    There are no fixed education or training requirements for this profession. In general, Administrative Clerks should at least have passed a few GCSE’s with decent grades in subjects like maths and English, as most employers expect these professionals to have respectable literacy and numeracy skills.

    Some Administrative Clerks may hold a degree or a Higher National Diploma (HND) in Business Administration or a related field, others may have completed a higher education college course, such as a Level 3 Diploma in Business and Administration. Candidates can also gain experience and knowledge through an intermediate apprenticeship.

    Administrative Clerk salary expectations

    According to Indeed Salaries, the average salary for Administrative Clerks is £16,621 per year. Salaries vary depending on factors like industry, level of experience and location.

    Job description samples for similar positions

    If this job description is not exactly what you’re looking for, here are a few other job descriptions of similar positions to consider:

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    Administrative Clerk job description FAQs

    What is the difference between a Data Entry Clerk and an Administrative Clerk?

    The job of a Data Entry Clerk involves working with data exclusively. Their duties may include entering the details of customers into databases or updating the medical records of patients. Although Administrative Clerks also handle data, the scope of their duties is wider and encompasses other kinds of tasks, such as scheduling, record keeping and bookkeeping.

    Who does an Administrative Clerk report to?

    An Administrative Clerk reporting structure depends on the size and type of company. These employees may, for instance, report to an Office Manager, an Operations Manager, a Chief Administrative Officer or a General Manager.

    Job Description Examples

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