Administrative Officer - Civil Service

Introduction
Civil Service administrative officers work in government departments and
agencies. They are responsible for administrative duties such as dealing with
enquiries from the public, handling claims for benefits, giving advice, dealing
with incoming correspondence and writing letters. They often supervise
teams of staff.

Also known as
Civil Service Administrative Officer

Work Activities
The Civil Service is made up of government departments and agencies. The departments formulate policies, for
example:

the Department for Education

the Department for Work and Pensions
the Department for Transport

The agencies carry out the policies, for example:

the Identity and Passport Service

the Driver and Vehicle Licensing Agency (DVLA)
the Food Standards Agency

Administrative Officers could work in any department or agency. Your duties vary widely depending on the function
of the department or agency, but often include:

supervising a team of staff

dealing with customers
making decisions
co-ordinating meetings
monitoring budgets
producing management information and reports
planning
dealing with suppliers
organising training
using computers

You might examine paperwork, such as claims forms or accounts to check their validity, and use computers to
analyse data and compile statistics. Some Administrative Officers calculate the welfare benefits that people are
entitled to.

Some might supervise a small team of Assistants. You plan work, delegate tasks and assess training needs.

In some departments, you give advice to the public, either face to face or over the telephone. Some might interview
people, for example, to assess their needs and decide what help they can be given.

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 Being able to read, write and speak Welsh may be an advantage when you’re looking for work in Wales.

Personal Qualities and Skills

To become an Administrative Officer in the Civil Service, you'll need:

good organisational skills

to be able to plan and prioritise, and manage workloads and resources
a critical eye, with the ability to analyse information
strong verbal and written communication skills
good interpersonal skills to deal with members of the public and staff
to be adaptable and responsive to changes
a respect for, and awareness of, the need for confidentiality
good IT skills, for example, to manage, update and extract information on a spreadsheet or database

Depending on the role, this work might require you to have good negotiating skills. Administrative officers who
manage other staff will need leadership skills.

Pay and Opportunities

Pay

The pay rates given below are approximate.

Starting: £19,000 - £20,000

With experience: £21,500 - £25,000
Senior Administrative Officers earn £28,000 - £30,500

Hours of work

Administrative Officers usually work 36-41 hours, Monday to Friday. Flexible working arrangements include part-time
work and job-sharing.

Where could I work?

More than 40 government departments and agencies employ Administrative Officers, for example, the Jobcentre Plus
network and HM Revenue & Customs.

Where are vacancies advertised?

Vacancies are advertised on the Civil Service Jobs website, in local/national newspapers, on Find a Job, and at
Jobcentre Plus.

Entry Routes and Training

Entry routes

Entry can be directly into an Administrative Officer post, or through opportunities for promotion from Administrative
Assistant level.

An Advanced or Higher Level Apprenticeship is a great place to start. Take a look at our information article
'Apprenticeships – How do I apply', for more details about applying for apprenticeship positions.

Some Administrative Officers have a higher education qualification, such as a degree, HND, HNC or foundation
degree. Subjects such as administration or public administration could give you an advantage. However, it is possible
to enter the Civil Service at Administrative Officer level with a qualification in any subject.

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 A great way to get into this career is through an internship. Take a look at our information article 'Internships', for
more details.

Training

Depending on the post, new starters might attend a full-time training course, for anything up to around 12 weeks.

There is on-the-job training for Administrative Officers, as well as the opportunity to study by e-learning and to attend
courses through Civil Service Learning.

Foundation degrees are available in a number of business, administration and public administration subjects.

Work Experience

Some entrants have a background in office administration or clerical work. Relevant work-related qualifications in
business and administration can be useful.

Progression

Administrative Officers can progress to middle management posts after further training and experience.

Qualifications
Civil Service departments and agencies usually look for relevant competencies in areas such as:

written and verbal communication

building constructive relationships
customer service
managing workloads
improving performance
leading through change
financial management
using IT
self development

Some departments prefer applicants to have at least 5 GCSEs at grade C/4 or above including English. Some
departments also ask for maths. Evidence of IT skills is often required.

Testing can form part of the entry process, and relevant experience can be taken into account.

To get onto an Advanced or Higher Level Apprenticeship, you'll usually need 5 GCSEs at grade C/4 or above, including
English and maths, or to have 2 A levels.

Administrative Officers often have higher qualifications, such as A levels; some enter with a foundation degree, HND
or degree.

The usual entry requirement for any degree course is:

2/3 A levels
GCSEs at grade C/4 or above in 2/3 other subjects

Alternatives to A levels include:

BTEC level 3 qualifications

the International Baccalaureate Diploma

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 However, course requirements vary so check prospectuses carefully.

Some universities accept the Welsh Baccalaureate as equivalent to 1 A level.

Adult Opportunities
Age limits

It is illegal for any organisation to set age limits for entry to employment, education or training, unless they can show
there is a real need to have these limits.

Entry

Some entrants have a background in office administration or clerical work. Relevant work-related qualifications in
business and administration can be useful.

Departments usually ask for five GCSEs at grade C or above including English and sometimes Maths, or equivalent.
Some offer a written test as an alternative for those without the required qualifications. Evidence of IT skills is often
required.

Advanced Level Apprenticeships in Business and Administration might be available in your area.

Further Information
Contacts

Apprenticeships: Get In. Go Far

National Apprenticeship Service (NAS)
Tel: 0800 015 0400
Email: nationalhelpdesk@findapprenticeship.service.gov.uk
Website: www.apprenticeships.org.uk

Skills Development Scotland - Modern Apprenticeships

Tel: 0800 9178000
Email: info@skillsdevelopmentscotland.co.uk
Website: www.myworldofwork.co.uk/modernapprenticeships

Civil Service Jobs

Website: www.civilservice.gov.uk/jobs

Institute of Administrative Management (IAM)

Tel: 020 7091 2600
Email: info@instam.org
Website: www.instam.org

Work for Scotland

Scottish enquiries
Email: recruitment@scotland.gsi.gov.uk
Website: www.work-for-scotland.org

Careers Wales - Welsh Apprenticeships

Tel: 0800 028 4844
Website: ams.careerswales.com/

Northern Ireland Civil Service (NICS) Recruitment

Northern Ireland Enquiries
Website: irecruit-ext.hrconnect.nigov.net/default.aspx

People Exchange Cymru (PEC)

Public sector recruitment portal for Wales
Email: peopleexchangecymru@gov.wales

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 Website: www.peopleexchangecymru.org.uk/home

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