what is a data entry clerk?
A data entry clerk ensures that an organisation's database remains accurate and up to date. The job also entails transcribing data from phone conversations or recordings. While you work electronically in most organisations, you may still encounter paper documents in small companies. The company expects you to keep all the relevant information in the right place for easier retrieval. This job also requires a high level of accuracy since a single mistake impacts the company significantly.
working in multiple fields
Almost all industries employ data entry clerks. Financial institutions hire data entry clerks to manage payroll, auditing, tax preparations, account payable forms and corporate finance data. If you land a job in a retail company, your job revolves around collecting online sales data, inventories and logistics details. The government also needs professional clerks to input public records and election data.
The health sector also hires clerks to compile data from diagnostic labs, clinics and medical centres. Depending on the company, you may do additional tasks like general receptionist duties and answering phone calls in an office setting.
Would working as a data entry clerk suit your administrative skills? Then read on to find out what competencies and qualifications you need to thrive in a data entry clerk role.
data entry clerk jobsaverage salary of a data entry clerk
Companies pay data entry clerks using various structures. While some organisations pay hourly, others prefer a monthly or volume-based rate. Sometimes, you even get paid per word or audio minute. According to National Careers, the average compensation package of a data entry clerk ranges from £15,000 to £25,000 per year. The salaries depend on your experience level and your employer.
factors that affect the salary of a data entry clerk
The compensation package for data entry clerks depends on their qualifications, skills, experience and company size. The most qualified data entry clerks receive better pay than their less qualified counterparts. You are likely to take home more pay if you have specialised skills. That's because you can perform additional duties compared with other entry-level clerks.
Your experience also influences your salary due to the expertise you bring to the company. More experienced data entry clerks receive higher earnings than their less experienced counterparts. Large organisations pay better salaries than smaller ones due to the resources at their disposal.
types of data entry clerks
Some of the types of data entry clerks include:
- data entry keyers: as a data entry keyer, you input data into computer systems from hard copies and paper documents. You scan figures and enter financial transactions to create backups in databases.
- transcriptionists: a transcriptionist listens to recordings and audio files and transcribes the information to word documents. Your job is to create reports from meeting recordings or dictations from managers.
- typists: a typist is a data entry clerk who types text documents and creates reports and correspondence like emails and letters.
working as a data entry clerk
Working as a data entry clerk allows you to develop wide-ranging administrative skills. Here are a data entry clerk's specific duties, work schedule and job prospects:
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data entry clerk job description
As a data entry clerk, your work involves entering data into a company's database. Some of your responsibilities include:
- collecting and compiling data: as a data entry clerk, you gather information from various departments and put it together. This ranges from customer billing, statistical data from reports and employee information. You also use software and hardware to update and duplicate the information across different databases. Sometimes, you create graphs, pie charts or other diagrams to help interpret the data. You ensure that the company's data remains well organised for easy access and interpretation.
- assessing data accuracy: you are responsible for ensuring that you collect the organisation's data consistently. You should identify errors, correct them, or report any errors to your supervisors to ensure accuracy.
- managing data storage: you scan, print and store documents in either hard copies or electronically. It's your duty to control data distribution and ensure that confidential information is only accessible to authorised personnel. You are also in charge of data backup and recovery procedures.
- performing some administrative tasks: your job involves preparing shift schedules, answering calls and sorting and distributing mail. Sometimes, you also double up as a receptionist and help visitors find their way around the office.
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work environment
As a data entry clerk, you work in various industries, from hospitals to government institutions or retail stores, so your work settings depend on your business sector. Data entry clerks work in an office environment. You spend most of the time sitting behind a desk with a computer. Expect to share office space with other colleagues. Some companies allow data entry clerks to work from home. If you do freelance work, you can work remotely for different companies.
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who are your colleagues?
Your colleagues as a data entry clerk include receptionists, bookkeepers and accountants. You also work in close proximity to administrative assistants and office administrators, as well as other specialists that could include secretaries, office managers and administrators.
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work schedule
Companies hire data entry clerks full-time or part-time, and your working hours vary based on the business. A full-time job has standard shifts of 9 am until 5 pm, Monday to Friday, for 38 to 40 hours a week. However, if you land a job in transport, hospitality, or any other industry that operates 24/7, you work in the evenings, weekends and holidays. Small companies have few data entry jobs and prefer to hire part-time workers. If you work for a small organisation, expect to handle receptionists or secretarial jobs too.
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job outlook
As a data entry clerk, you start at an entry-level position that prepares you for other roles in various industries. If you enjoy working in office administration, you can progress from a data entry clerk to an office manager or office administrator role. Some data entry clerks focus on database management and become database administrators or network administrators. If you enjoy recording financial transactions, you can pursue bookkeeping roles before becoming an accountant.
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advantages of finding a data entry clerk job through randstad
Finding your data entry clerk job through Randstad provides important advantages such as:
- a wide variety of training and development opportunities
- an experienced contact person to provide help if needed
- a range of opportunities in your area
- get paid weekly or monthly, depending on the job
- temporary and permanent contracts
Want a permanent contract? A temporary job as a data entry clerk is often a stepping stone to an attractive permanent job. Every year, thousands of people earn a permanent contract with great employers thanks to a temporary job found through Randstad. What's more, many companies recruit their permanent employees through Randstad too!
education and skills
Some of the routes to joining the role include:
- college courses: you can take courses that improve your computer skills to become a data entry clerk. Courses include a Level 2 international computer and driving licence (ICDL) certificate in IT skills or a Level 2 Diploma in business administration.
- apprenticeship: become a data entry clerk through an advanced business administrator apprenticeship. The programme requirements include 5 GCSEs, including English and maths.
data entry clerk skills and competencies
Data entry clerks need the following skills:
- excellent interpersonal skills: as a data entry clerk, you work with a team to get all the data uploaded within the predetermined time frame. Sometimes, you respond to customers' calls to provide vital information. Such tasks require excellent interpersonal skills.
- fast typing speed: companies prefer data entry clerks who combine speed with accuracy. You input a considerable amount of data in a short time. On average, companies hire people who type at least 48 words a minute. If you type 70 words or more a minute, you stand a better chance of employment. Many companies also look for competency in 10-key numerical data entry.
- basic software knowledge: data entry clerks use various computer software daily. Therefore, you should know how to use word processing and spreadsheet applications like Microsoft Word and Excel. The ability to learn how to use new applications quickly is an advantage.
- ability to operate office equipment: you work with office equipment that increases productivity, so you require basic knowledge of how to use printers, copiers, scanners and dictation machines.
- trustworthiness: data entry clerks handle confidential information from various sources. Organisations usually perform due diligence on their candidates to ensure they don't hire untrustworthy individuals who will compromise data security.
FAQs
FAQs about working as a data entry clerk
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What does data entry clerk mean?
A data entry clerk is a staff member employed to collect, compile and manage data on behalf of a company. This involves keeping customer records, filing, transcribing notes from meetings and inputting sales figures into a database. You handle a large volume of sensitive and confidential organisational information as a data entry clerk.
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is a data entry clerk a good job?
If you have outstanding typing skills, a high level of accuracy, and can work well to strict deadlines, a data entry clerk job is an ideal career. You work across multiple sectors and have excellent work-from-home flexibility.
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what are data clerk duties?
The main responsibility of a data entry clerk is to collect and enter data from source documents and then compile the information. You also transfer physical records to digital filing systems, generate periodic reports, index data and file invoices.
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what are data entry skills?
Vital data entry skills include accuracy, attention to detail, proficient typing and transcription and trustworthiness. You should also have administrative, communication and interpersonal skills. This job suits people who can multi-task, work independently, and embrace teamwork.
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is data entry clerk an entry-level position?
Once you earn GCSEs and have good typing and basic computer skills, you have a chance of qualifying for most data entry clerk jobs. It is an entry-level job which can be done on a part-time basis. It's also a great way to gain the skills necessary for career development.
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how do I apply for a data entry clerk vacancy?
Applying for a data entry clerk job is easy: create a Randstad profile and search our data entry clerk job offers. Then simply send us your CV and cover letter. Need help with your application? Check out all our job search tips here!
