Data Entry Clerk
What is the work like?
Data entry clerks update, maintain and retrieve information held on computer systems. They also transfer information from paper-based records on to computer files.
As a data entry clerk, your job would vary depending on where you work but could include:
- inputting personal details of customers opening new bank accounts
- entering classified adverts in a newspaper
- transferring paper-based market research results
- updating patients' medical records
- processing sales invoices
- tracking students' test results in a school or college.
In most jobs, you would input both text and figures into spreadsheets or databases. You may use common office software packages to do this, or tailor-made systems designed to meet your organisation's particular needs.
You can often find data entry work combined with customer service assistant and call centre operator roles. For more details about these jobs, see the Related Profiles section.
What qualifications and experience will employers look for?
You do not need any formal qualifications to work as a data entry clerk, although employers may prefer you to have some GCSEs (A-C), such as English and maths.
You may be able to get into this job through an Apprenticeship scheme. The range of Apprenticeships available in your area will depend on the local jobs market and the types of skills employers need from their workers. For more information on Apprenticeships, visit www.apprenticeships.org.uk.
A basic knowledge of word processing, spreadsheets and databases is helpful although not essential, as employers usually train you on their data entry systems when you start. There are various IT qualifications available, which you can take to develop your computer skills. These include:
- OCR New Computer Literacy and Information Technology (New CLAiT)
- BCS European Computer Driving Licence (ECDL)
- NCFE Level 2 Certificate for IT Users
- City & Guilds e-Quals Certificate and Diploma for IT Users.
These qualifications are very widely available at local colleges and learning centres. Check with them for more details.
You can find more information about these qualifications on the awarding body websites.
What further training and development can I do?
Once you start working as a data entry clerk, you would receive on-the-job training. This would include your company's office procedures, data entry systems and confidentiality rules. You would normally spend the first few weeks working under the supervision of a staff mentor or training officer.
You could take a range of work-based qualifications to develop your skills, but the exact one you choose would depend on your specific duties. Some of these qualifications include:
- NVQ IT Users levels 1 to 3
- Certificate and Diploma in Business Administration
- NVQ Contact Centre Operations levels 1 to 3.
For information about work-based qualifications in this field, see the websites for e-skills UK and the Council for Administration.
Where can I go for more information?
Tel: 024 7685 1509London
SW1E 6DR
One90 High Holborn
London
WC1V 7BH
Tel: 0870 240 9800
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
If you would like to discuss your career options with a learning adviser at learndirect Careers Advice, call 0800 100 900 or use our online enquiry form
Related profiles...
What salary and other benefits can I expect?
- Starting salaries are between £10,500 and £14,000 a year.
- Data entry clerks with experience and extra duties can earn up to £18,000 a year.
Figures are intended as a guideline only.
What are the hours and working conditions?
You would work full-time, part-time or on a temporary contract. In a full-time post you would normally work 35 to 40 hours a week, although more and more companies are offering flexible working patterns.
You would work in an office at a computer workstation.
What skills and knowledge will I need?
- good computer skills
- the ability to work in a busy office
- good numeracy and literacy skills
- excellent customer service skills
- an understanding of data confidentiality issues
- the ability to work quickly, accurately and pay attention to detail
- an awareness of health and safety issues around long-term computer use.
What opportunities are there?
Your employment prospects as a data entry clerk are very good, as many companies rely on computerised information storage and retrieval systems. Companies are shifting towards combining data entry jobs with customer service roles, so you could improve your prospects if you gain skills in both areas.
With experience, you may be able to move into a supervisory or team leader job. There may also be opportunities to train and mentor new recruits in the use of the company’s data entry systems. You may find further options for development in administrative, sales and payroll departments.
You will find vacancies advertised with Jobcentre Plus, recruitment agencies, the local press and companies themselves.
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