Typists work in most departments within local authorities. They provide clerical support to individual managers, groups of officers or technical staff such as educational welfare officers or social workers, or to an entire section/department.

They aim to provide an efficient administrative, clerical, word-processing and data input support service. The precise nature of their duties varies according to whom they are providing the service for and their seniority. For example, some typists concentrate on data inputting; others play a bigger part in the running of the office and have additional duties such as reception work, dealing with public enquiries or database management. Very few typists just type!

Thus, posts are often advertised as clerk/typist, typist/receptionist, word processor operator or typist/office manager.

Over 9,000 typists and word processor operators work in local authorities.

Work Environment

Typists are office-based. Some work in offices that are open to the public and others work in teams in busy, open plan office environments.

They spend much of the time sitting - usually at a computer screen, although regular recommended breaks are taken.

Typists normally work a 37-hour week, although there are plenty of opportunities for part-time, jobshare, and flexible working hours. Many typists work on a temporary basis, on short-term contracts.

Daily Activities

Daily tasks usually include:

• undertaking typing/word processing duties as directed by a supervisor/manager
• receiving, recording and sorting mail, sometimes drafting written replies
• preparing letters, memos, tables and reports from drafts prepared by others
• entering routine information and figures into computerised databases using basic keyboard skills
• producing statistical/graphical information using spreadsheets and related databases
• answering telephone enquiries or providing switchboard cover (taking incoming calls and transferring calls to the appropriate person)
• monitoring stock levels of stationery/supplies and reordering as necessary.

However, some jobs also include some of the following tasks:

• reception duties - this could include dealing various people including local authority staff, elected members of the council and members of the public; informing staff of the arrival of visitors, signing visitors in and giving them directions
• attending meetings to take, and later transcribe, notes and minutes. Some typists are ‘on-call’ to provide secretarial support to officers as required
• undertaking general office administration tasks - such as photocopying, faxing, emailing, making appointments and updating diaries
• developing and maintaining administrative systems - including data filing and retrieval systems, arranged in alphabetical, numeric and/or chronological order
• helping to organise meetings and training events. This might include booking and setting up a room, preparing and distributing the required documentation e.g. an agenda and supporting papers, gathering and collating information from internal and external sources, and photocopying of course materials.

Skills & Interests

Typists need to:

• work accurately and pay attention to detail
• have good written and verbal communication skills - able to speak clearly over the telephone and in face-to face situations
• have organisational skills - able to prioritise their workloads and meet strict and competing deadlines, sometimes under pressure
• have a discreet, confidential approach to work
• have a pleasant personality - i.e. be friendly, polite and approachable, especially if their duties involve reception work and talking to members of the public
• be able to work on their own initiative or as part of a small team.

Entry Requirements

Formal academic qualifications are not normally required, although employers will expect a reasonable standard of education.

Some councils ask for four GCSEs/S grades (A-C/1-3) including English, or an Intermediate GNVQ/GSVQ level 2 in Business, or NVQ/SVQ Level 2 in Business.

All typists must possess a good standard of word processing. Most councils ask for at least 40 words per minute (wpm) typing speed; some ask for 60wpm. It is an advantage to have completed at least RSA Stage 2 word processing, or equivalent.

Previous office or secretarial experience is also an advantage; some employers specify proficiency in minute taking and audio typing, or experience of reception duties, for example. Some councils prefer knowledge of particular software/word processing/spreadsheet packages such as Microsoft Word and Excel.

At higher grades, applicants are sometimes asked to have a BTEC National in Public Administration, or an Advanced GNVQ/GSVQ level 3 in Business Administration.

Typing and other skills may be tested prior to or after shortlisting and/or you may have to present documentary evidence of qualifications.

Once in post you may be expected or encouraged to work towards relevant NVQs/SVQs.

Estimated salary range

Salary scales vary depending on the full range of duties and seniority, but vary from £10,900 to £13,300.

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

Providing clerical support offers varied experience and training - which in turn leads to both promotional opportunities and sideways moves. Temporary typist posts can lead to permanent positions and there are good prospects to become a senior typist/clerical assistant, responsible for the work of a group of typists.

It may be possible, once you have gained experience in a particular department, to take advantage of on-the-job training (and perhaps via NVQs/SVQs or professional qualifications) to become a specialist assistant/officer, in for example, education services, social services, personnel, trading standards, etc.

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