This is the sort of job that can be found in all types of authority because it is required in all local services. Basic duties include typing, clerical and reception support to a team, section or department within the council.

For the purposes of this example, the post defines the situation in the directorate of Learning and Childcare.

The purpose of the job is to provide administrative support to the Quality Projects Manager and Education Development Plan Manager.

Work Environment

This is entirely office-based, but it also involves moving to other rooms for meetings, working at reception areas and some local travel. Smart dress is required.

The hours are 37 per week with no anti-social shifts.

Daily Activities

There are 2 scales to this job involving different levels of responsibility. As a clerk/word processor operator (CWPO) at the lower level you would work under direct supervision. Duties involve:

• routine clerical matters such as photocopying, mail sorting and delivery, collating documents and distribution, routine mathematical/statistical work and making telephone enquiries
• using word processors/typewriters for letters, memos and reports from written drafts, including work of a confidential nature
• using IT to enter, amend or extract information
• sorting, filing and updating documentation, records and indexes
• switchboard and reception duties – receiving personal and telephone enquiries, taking messages and referring up if necessary
• taking and preparing minutes and any follow up action required; providing refreshments
• ordering, re-ordering and distributing stocks of stationery and other consumable items
• being responsible for data entry records/updating, invoice/order and claims processing.

In addition to these basic duties, C/WPOs on the higher scale are required to use judgement and discretion. They need to:

• undertake clerical jobs of a non-routine nature which may involve confidential information (personnel records) and entail a degree of interpretation and initiative
• use IT equipment to manipulate programmes which could require specialist operational training
• give information to other members of staff or the public
• service meetings where minute taking could be confidential and complex
• collect, balance and bank cash, issue receipts and give out money on presentation of authorised vouchers
• prepare and issue orders for goods, services and equipment and manage delivery
• assist with supervision and training of junior staff.

Skills & Interests

Whatever the level, clerk/WP operators need to have:

• keyboard skills
• interpersonal skills
• the ability to take accurate minutes and plan and co-ordinate meetings
• written and oral communication skills
• initiative
• organisational ability

You would also be expected to know how to access information via the internet; have a working knowledge of computerised financial and statistical information systems and databases.

Entry Requirements

It is essential to have OCR/RSA Stage 2 or 3 typewriting or Word Processing qualifications.

It is desirable to have NVQ 3 in Business Administration and a recognized shorthand qualification.

You must have experience of working within an administrative environment and of taking minutes.

Estimated salary range

£11,600 - £14,100

Please note that salary information is a guide only and there may be local agreements in place. For further information about salaries for particular positions, please contact your local council directly.

Future prospects & opportunities

Movement from scale 1 to scale 2 is straightforward with further experience. There are many office opportunities in all the services to advance to senior positions including senior clerk and office manager.

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