Data entry clerks update, maintain and retrieve information held on computer systems. They also transfer information from paper-based records on to computer files. Typical duties include:

• inputting personal details of customers opening new bank accounts
• entering classified adverts in a newspaper
• transferring paper-based market research results
• processing sales invoices.

Data entry clerks work with text and numerical information, inputting it into spreadsheets or databases. They may use common office software packages to do this, or tailor-made systems specifically designed to meet a company's requirements.

Data entry clerks can be found in all areas of work, including:

• sales and marketing 
• banking and finance
• medical administration
• education.

Data entry jobs are often combined with customer service assistant and call centre operator roles. For details about these jobs, see these profiles in the Retail Sales and Customer Service family.

Hours and Environment

Data entry clerks work full- and part-time, with more and more companies offering flexible working patterns. Full-time posts are normally 35 to 40 hours a week. Some companies operate shift systems.

You will be work in an office at a computer workstation.

Skills and Interests

As a data entry clerk, you need:

• good computer skills
• the ability to work in a busy office
• good numeracy and literacy skills
• excellent customer service skills
• an appreciation 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.

Entry

You do not need any formal qualifications to work as a data entry clerk, although some employers may prefer applicants with some GCSEs (A-C)/S grades (1-3), such as English and maths.

You may be able to start as an office apprentice. Funding for apprenticeships is available for 16-24 year olds and some over-25s. To find out more, visit www.apprenticeships.org.uk. For information about apprenticeships in other parts of the UK, see Scotland, Wales and Northern Ireland.

A basic knowledge of word processing, spreadsheets and databases is helpful although not always essential, as employers usually train you on their data entry systems when you start. You can take various IT qualifications 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 learning centres. Check with them for details.

For more details about qualifications, see the awarding body websites in Further Information.

Training

Once you start working as a data entry clerk, you will receive on-the-job training. This will include your company's office procedures, data entry systems and confidentiality rules. You normally spend the first few weeks working under the supervision of a staff mentor or training officer.

You can take a range of work-based qualifications to develop your skills but the exact one will depend on your specific duties. Some of these qualifications include:

• NVQ IT Users levels 1 to 3
• Certificate and Diploma in Business Administration
• Certificate in Contact Centres levels 2 and 3
• NVQ Contact Centre Operations levels 1 to 3.

A number of similar awards are available in Scotland.

For information about work-based qualifications in this field, see the websites for e-skills UK and the Council for Administration.

Opportunities

Your employment prospects as a data entry clerk are very good with many companies relying on computerised information storage and retrieval systems. Companies are shifting towards combining data entry jobs with customer service roles, so you can enhance your prospects if you gain skills in both areas.  

With experience, you may be able to move into a supervisory job, overseeing a team of clerks. 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 opportunities for development in administrative, sales and payroll departments.

Annual Income

Figures are intended as a guideline only.

Starting salaries for data entry clerks are between £10,500 and £14,000 a year.
Data entry clerks with additional duties, such as customer service, can earn up to £18,000 a year.

Further information

1 Castle Lane
London
SW1E 6DR Tel: 024 7685 1509
Customer Service Team
One90 High Holborn
London
WC1V 7BH
Tel: 0870 240 9800
6 Graphite Square
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620 Tel: 020 7294 2800