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

Noatum Logistics is a leading company in supply chain management with global coverage positioned in the Top 50 Freight forwarders worldwide. We have 97 offices in 25 counties, providing access to logistics professionals worldwide. The successful candidate will join a small, close-knit team with a vast array of knowledge and experience to help you develop and succeed within your role. *Job Purpose* To work as part of an Administration team in making customer bookings, ensuring customer compliance, dealing with customer queries, working with Head office request and queries as well as supporting other admin-based activities as part of a team. *Job Duties* · Controlling bookings and dispatch for customers using various computer programmes; · Booking deliveries in major customer’s websites or by phone or e-mail. · Liaise with showroom to facilitate bookings. · Respond to Customer or Head Office Queries by E-mail or phone. · Monitor Major customers orders. · Use AS400 system for multiple tasks. · Create packing lists and boxed end labels as per customer compliance. · Create bookings with various carriers. · Obtaining proof of deliveries liaising internally and with various carriers. · General filing. · To carry out any other functions within the administration department as required; · Any other ad-hoc administration work as is required to cover holidays and absence of colleagues in other areas of the operation. *Key Skills: * * *Team working*: Working in a team of 8 plus collaboratively working with other teams under the guidance of the Administration Manager. * Ability to develop and cultivate relationships with the customers to help support planning and execution of the operational deadlines * *Time Management*: Manage own time effectively to ensure that all activity deadlines are met to support the overall business operation. *Person Specification: * The ideal candidate will need excellent communication skills, as the role requires extensive communications with internal & external customers. The role requires an individual who is flexible and able to manage their time effectively. The role is site based and will require flexible working hours to support demanding customer deadlines. *Skills required: * * Excellent communication and team-working skills * Administration experience, but not essential * Customer relationship experience * Resilience * Enthusiasm * Microsoft office experience Job Types: Full-time, Permanent Salary: £18,533.00 per year Schedule: * Monday to Friday Work remotely: * No

Example 2

The Northern Care Alliance NHS Group was created by bringing together staff and services from two NHS Trusts, Salford Royal NHS Foundation Trust and The Pennine Acute Hospitals NHS Trust. The sheer size, scale and potential of our combined service is huge. Together, we’ve a wealth of skills and resources to share and tap into and, a wide range of career paths for you to develop and explore. If you want to join a team of over 19,000 NHS experts in delivering high-quality, local care across Salford, Oldham, Bury and Rochdale and beyond – come and take your place with us. Job overview An opportunity has arisen within the Neurology Department at Salford Royal NHS Foundation Trust for an Administrative Clerk. Main duties of the job Applications are welcome from enthusiastic, motivated clerical staff with previous administrative/ office experience. Computer skills are essential. You must have good inter-personal and organisational skills, be able to manage and prioritise a heavy workload and be able to work under pressure, both on their own and as part of a team. In line with the Trust’s Single Equality Scheme we welcome applications from everyone irrespective of ethnic origin, disability, age, gender, gender identity, sexual orientation, disability, nationality, religion, marital status, social back ground or trade union membership. Working for our organisation Salford Care Organisation is part of the Northern Care Alliance, one of the largest NHS organisations in the country. A place with an outstanding reputation. Salford is the place which is taking bold, pioneering steps towards delivering a world class, fully integrated care system for adults. Twice rated Outstanding by the CQC, Salford Royal NHS Foundation Trust is responsible for delivering a range of community and primary care services and specialist services to Greater Manchester and beyond. Detailed job description and main responsibilities To read more information about the advertised role, and the main job duties/responsibilities please open the Job Description and Person Specification located under the supporting documents heading. You can also read more information about working at the Northern Care Alliance within the attached Candidate Information Pack or by visiting our careers website: [website] Person specification Education Essential criteria GCSE level A-C Desirable criteria EDCL or an equivalent Experience Essential criteria Minimum 12 months office experience Good written communication skills Experience of working with public, both face to face and via telephone Desirable criteria Minimum 12 months experience of working in a hospital We reserve the right to close the online vacancy when we are in receipt of sufficient applications. Should you wish to apply for this post you are advised to complete and return your application form as soon as possible. All communications to applicants will be via the email address provided on your application form and all further correspondence will be through email, therefore please ensure that you regularly check your emails after the closing date for this post. You are advised to check Spam and Junk folders as emails can sometimes go to these folders. Although references are not requested until a conditional offer is made, we would be grateful if you could provide us with email addresses for your referees when prompted by the application form. Any messages sent via NHS Jobs may not be reviewed. If you have any queries please contact the Manager for this vacancy as detailed in the advert. This organisation has signed up to the Greater Manchester Continuous Service Commitment. That means we will recognise your continuous or ‘unbroken’ service in any Greater Manchester local authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits. Follow us on social media: Twitter: Facebook: @NCAllianceJobs

Example 3

Would you like to join one of the largest cleaning companies in Dorset, applicants will need to be able to start as soon as possible. We are looking for a full time Administrative Clerk, who can take customer calls, take booking and deal with customers on the phone, and email, no cold calling so must have a polite helpful telephone manner with previous experience in taking calls and sales, and computer literate, and to help with the general running of the office. The hours would be 9am to 6pm Monday to Friday, 10am to 7pm alternate weeks, Every other, or 1 in 3 Saturday 9am -4pm. £22,000 salary, paid holidays and pension. You must be self motivated, reliable, hard working, positive attitude, enjoy the challenge. We are a friendly team who support each other, so a good team player is a must. Please have a look at our website to see all the services we offer to our customers Please call the work number for quick response 0[phone number] Job Type: Permanent Salary: £22,000.00 per year Benefits: * Casual dress * Company pension Schedule: * 10 hour shift * Monday to Friday * Weekends Work remotely: * No

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

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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.

 

What qualities should an Administrative Clerk have?

As an Administrative Clerk works closely with many people in the company, including the office’s team, suppliers and clients, they should have a friendly and polite nature. Candidates should also be mature, trustworthy and effective individuals in order to properly manage the flow of office procedures.

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