Office Clerk Job Description: Duties, Responsibilities and Requirements

The Office Clerk role supports day to day administrative operations and ensures office processes run smoothly. Candidates who are organised, reliable and comfortable with routine clerical tasks should apply. This role suits individuals seeking a practical administrative position with clear duties and opportunities to support broader teams.

Office Clerk Job Profile

The Office Clerk provides general administrative support across the organisation, handling clerical tasks that maintain office efficiency. The role focuses on accurate record keeping, front line communication, and routine processing of documents and correspondence.

The purpose of the role is to deliver timely, accurate and professional administrative services that enable colleagues to focus on core activities. The Office Clerk ensures standard procedures are followed and assists with basic office coordination.

Office Clerk Job Description

An Office Clerk is responsible for performing a variety of administrative duties within a busy office environment. Typical work includes processing incoming and outgoing correspondence, maintaining filing systems, performing data entry and supporting reception duties. The role often requires frequent interaction with internal teams, external suppliers and visitors, and may involve managing basic room bookings and distributing information.

Accuracy, confidentiality and consistent follow through are expected. The Office Clerk must manage routine workloads, prioritise tasks and escalate issues when necessary. Work is generally supervised by an office manager or team lead, but the role requires the ability to work independently on clearly defined tasks.

Performance is measured by timeliness, accuracy of records, responsiveness to enquiries and adherence to office procedures. The role may involve periodic manual handling of mail and stationery and occasional support for small events or meetings.

Office Clerk: Duties and Responsibilities

• Receive and direct visitors and telephone enquiries in a courteous and professional manner
• Sort, distribute and prepare incoming and outgoing mail and packages
• Process and record invoices, receipts and basic purchase documentation for administrative purposes
• Maintain organised paper and electronic filing systems with attention to version control and retention policies
• Perform accurate data entry and update databases, registers and contact lists
• Prepare, photocopy and scan documents and ensure correct distribution to stakeholders
• Manage stationery and office supplies inventory and place orders when required
• Schedule and prepare meeting rooms, including basic set up and distribution of materials
• Assist with travel and accommodation administration where required by team processes
• Support basic reception duties, including signing in visitors and issuing temporary passes
• Assist with simple reporting, document preparation and collating materials for meetings
• Adhere to confidentiality requirements and data protection standards in handling records
• Coordinate courier services and liaise with contractors for routine office maintenance
• Provide ad hoc administrative support to colleagues and assist with onboarding paperwork

Office Clerk: Requirements and Qualifications

• Minimum of GCSEs or equivalent qualifications; vocational qualifications in administration are desirable
• Proven experience in a clerical or administrative role within an office environment
• Competent numeracy and literacy skills with a strong attention to detail
• Proficiency in word processing, spreadsheet use and basic data entry techniques
• Good verbal and written communication skills and a professional telephone manner
• Ability to manage competing priorities, meet deadlines and follow established procedures
• Organisational skills and the ability to maintain accurate records and filing systems
• High level of discretion when handling confidential information
• Reliable, punctual and able to work both independently and as part of a small team
• Basic problem solving skills and a practical approach to routine tasks
• Willingness to perform repetitive duties and occasional manual handling of mail and supplies
• Basic knowledge of bookkeeping or invoice processing is an advantage
• Flexibility to cover front desk duties or support other administrative areas as required