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Document Controller – Job Description

Learn more about becoming a Document Controller in the UK.

Main Duties

A document controller deals with all of the documents for a business. This means that they have to work together with all departments to make sure that they all have the right documentation and that it is kept in the correct place. It may be required that documentation is checked to ensure it follows required guidelines and that it is completed on time.

Documents would have to be categorised correctly and then put in the right place. This means that all new documentation would need to be checked and corrected and then carefully filed. It involves speaking to the relevant department to ensure the wording of the document is appropriate and understandable.

A document controller would need to have good organisational skills as well as communication skills. They would need set up filing systems for projects and make sure that they were used properly. They would have to check the standard of the documentation and get it corrected if not good enough. They would need to continuously monitor all of the filing and documentation systems. They would need to understand the industry that the business is in.

This sort of work is office based and is likely to be within normal office hours of Monday-Friday 9-5. Overtime may be required to reach deadlines though. There may be the opportunity for flexible hours, part-time work or even job share, depending on the employer.

Expected Salary

Salary would depend on experience but on average a document controller earns £28,000 on average.

Pros

Good salary and opportunity to move upwards in a company.
Great for sociable people who like mixing with lots of others.
Lots of variety in the work.

Cons

Strict deadlines to adhere to.
Will need to put pressure on some people to get documentation done.
May be long hours when deadlines are due.

Qualifications Required

A degree of HND in a relevant subject would be required. This would mean a business subject or something specifically related to the industry.
A higher qualification or professional qualification could help.
Work experience, either paid or unpaid, would be advantageous, whether in this type of role or industry.

Required Skills
Good communication skillsGood IT skillsOrganisational skillsAble to work independently and as part of a teamGood time management skills and able to reach deadlines on timeGood attention to detail

  
Clerical Officer – Job Description

Main Duties

A clerical officer is responsible for many administration duties within the organisation. It will differ depending on the particular company. It will usually involve supporting the executive staff.

The role could alternatively be called an administrative assistant, secretary or clerical assistant. It will involve using a word processor and possibly other systems specific to that company, so IT skills are a must. It may also involve communicating via the telephone and email and dealing with people face to face. Although dealing directly with customers is unlikely, good communication skills are still required.

Possible roles could include scheduling appointments, typing letters, dealing with mail, taking minutes, ordering office stationery and filing. It may be necessary to supervise other employees.
The job will be office based and would normally be Monday-Friday 9-5 although there may be part-time positions and possibility the option to job share.

Expected Salary

The salary will vary with experience and qualifications and will be determined by the specific role and industry. However, average salary for this role is around £26,000, but for a school leaver would start at a significantly lower amount.

Pros

An interesting job with a good variety of different duties.
A good salary expectation, especially after a good few years in the role.
A safe working environment.

Good job prospects as there are many clerical officers throughout different industries and may provide an opportunity to move up through the company.

Cons

Could be expected to stick to tight deadlines, which can be stressful.
Will have a lot of duties that will need to be prioritised and dealt with efficiently.
May have responsibilities for other staff members, who may not always respond well to instruction.

Qualifications Required

It would be expected that a clerical officer would have five GCSE qualifications at C and above, especially in English and Maths. IT skills would also be preferable. Some will even have a degree in any subject and would perhaps have a higher paid or more responsible role. Higher qualifications are unlikely to be needed.

There are positions that have specific requirements like being able to use certain software packages, having certain language skills or having a particular typing speed.

Required Skills
IT skills, especially typingGood communication skillsAble to work alone and as part of a teamAble to take and give instruction where requiredProfessional in appearance and attitudeAbility to multi task and prioritise

  
Payroll – Job Description

Main Duties

The payroll administration team works with checking the hours that company employees have worked and making sure they are paid the right amount of money. Their PAYE and NI contributions will need to be calculated and deducted. Arrangements will have to be made for new staff members. Overtime will have to be calculated and paid for as well. They may also be work with issuing P60 and P45 tax forms and other similar. Maternity and sickness pay will also have to be organised.

A more supervisory role in the department would mean that you would not only have your own duties but also have to make sure that the rest of team did theirs. You would have to ensure everyone was trained and had up to date knowledge of the latest regulations. Procedures and policies will also be your responsibility, making sure they are all up to date.

This is office based work and you would be working Monday-Friday 9-5 in most cases. Part-time roles and job share opportunities may be available.

Expected Salary

An administrative role is likely to start at around £13,000 to £18,000. With qualifications and experience this position and role could increase and the salary could rise up to £40,000 for a managerial role.

Pros

An interesting job with varied tasks to do.
Good opportunity to progress through the department.

Cons

Have to answer queries from staff about pay, when they may not be happy.
Have to issue P45’s to those who have been made redundant or sacked.
Having to work with numbers a lot.

Qualifications Required

At a trainee level GCSE’s including maths are normally desirable.
The PPM Foundation in Payroll Administration could be a good starting point as well, although you may have the chance to study this once you start the job.
NVQ Level 2 Payroll Administration could be a plus as well.
If you want to start at a higher level then accounts, bookkeeping or management experience can be useful as well.

IPPM Payroll Supervision or Payroll Management could be appropriate for higher level staff members or general NVQ’s in m
anagement.

Required Skills
IT skillsGood communication skillsAble to work as part of a team Logical and clear thinkingAttention to detail and accuracyAble to meet deadlines and stay organisedManagement skills – if you wish to be a supervisor

  
Assistant Accountant – Job Description

Main Duties

You will work in a team of accountants helping them to work with the accounts of the company. You will need to respond well to instruction form your superiors and be prepared to do the work that they assign to you and help out wherever required. There are opportunities in many different types of business as all companies have accountants.

You will be working closely with numbers all of the time and so you need good arithmetic skills and be happy to use them all day. You might be involved in doing the monthly accounts but also in other finance related tasks. These could range from budgeting, invoicing, expenses, ledgers and VAT returns.

The role is seen as a starting position for someone who wants to be an accountant. You would need to be in the role for about three years, while studying for relevant qualifications before being able to consider a role as an accountant.

Most assistant accountants will work in an office Monday-Friday from 9-5. However, at the end of the financial year there may be a need to work extra hours.

Expected Salary

The starting salary is around £25,000-£27,000 with an opportunity to increase that with experience and with promotion through the team.

Pros

A very well paid job.
Great prospects for promotion through the department.
An interesting and varied role.
Lots of opportunities for jobs both as assistant accountants and as accountants when qualified.

Cons

You need to be happy working with numbers all of the time.
High pressure at the end of the tax year to get everything finished.
Lots of hard work and study needed to be done in own time outside of work.

Qualifications Required

Five GCSE A-C passes including English and maths.
A degree can help but is not necessary as an accounting technitian qualification will do instead.
IT skills with knowledge of Excel and bookkeeping skills can be an advantage.
It would normally be expected that applicants would be studying for accountancy qualifications with the ACCA, CIMA, IFA, IVAEW, ACAI or ACAS and this work would need to be done in the evenings after a days work in the office.

Required Skills
Confident arithmetic skillsA head for numbersGood at reaching deadlinesHonest and trustworthyGood IT skillsClear minded and methodicalAble to work accurately and quickly under pressure

  
Commis Chef – Job Description

Main Duties

This is an entry level job where you will be working in a kitchen. You will be involved with doing all the preparation work for the chef in the kitchen.

This can be a lot of hard work where you will be preparing vegetables, meat, fish, pastry and making sauces. You will need to be aware of hygiene and make sure that everything is hygienic all of the time. You must also be aware of good health and safety procedures.

You may be involved with measuring ingredients and getting portion sizes right. You may help with stock deliveries. There will be a lot of menial jobs and you may have to do the same things all the time as the same dishes will be being served each day.

You will have to wear a uniform which will be expected to be perfectly clean when you arrive for work each day but could be very dirty by the end!

Working hours can be difficult. You will need to be prepared to start work early and finish late as the commis chef has to start preparation first thing and be the one to clean down at the end of the day. There will be extra work on weekends and bank holidays as well. This will never be a 9-5 job!

Expected Salary

The starting salary in this position will be around £12,000 and you could earn up to £18,000 in a top London restaurant.

Pros

Working with a team should help you make lots of friends.
You will get the opportunity to learn a lot of kitchen skills as well as time management.
Can be a great way in to becoming a chef.

Cons

The working hours are very long.
High stressed environment.
You are likely to get shouted out if things go wrong.

Qualifications Required

Qualifications are not necessary and an on the job apprenticeship is possible.
You can get on the job training and there are diplomas, NVQ’s and health and safety and food hygiene qualifications that you can work towards once in the job.

Required Skills
You will need to be ambitious as there is not much motivation otherwiseHard working and prepared to put in long hoursThick skinnedWilling to learn and do so with speed and enthusiasmCreativity and practicalityAn interest in food and cooking

  
Data Entry Clerk – Job Description

Main Duties

A data entry clerk will be using a computer to enter information. The information will vary depending on the company that you are working for. It will normally be entered into a database, but could be spread sheet based work.

The information may be text or numerical depending on the job. It could be taking paper information and logging it or it could be taking information over the telephone and entering it on to the computer.

You will need to help out other people as they are likely to be asking you to enter data for them.

You will need be fast and accurate at entering information as it is possible that you will be paid based on performance in some jobs.

It may be necessary to answer telephones in the department and deal with queries you get on them. You are likely to be working as part of a team.

Work will normally be office based and within normal office hours of Monday-Friday 9-5. There may be flexible hours in some roles and part-time work may also be available. 

Expected Salary

A started salary in this role would tend to be £11,000 to £14,000. This will increase to around £18,000 but you would be expected to take on more duties.
There may be other benefits if you work for a large company such as a company pension, health care etc.

Pros

It can be a good way in to a company.
There are opportunities to move up through the company.
The job tends to be low stress with very little responsibility.

Cons

There is pressure to be accurate so you need to concentrate and good typing skills.
If you make a mistake it could be costly to the company if for example money gets paid to the wring person or something gets posted to the wrong address.
The pay is quite low.

Qualifications Required

GCSE English and maths would normally be required.
Computer skills would be desirable.
You may be able to get a job through an apprenticeship, where you will get additional training.

Required Skills
Computer literate and quick to learn new programsAn ability to understand the importance of deadline and to meet them on time and accuratelySpeed and accuracy when workingAttention to detailAble to work as part of a teamGood time management skills

  
Personal Assistant – Job Description

Main Duties

A personal assistant or PA will work closely with senior staff, completing administrative tasks. They tend to work on a one on one basis where they will do jobs such as making appointments and keeping them aware of their dairy events. They will type up things for them, do their filing and deal with other tasks to reduce their managers workload. The may have to analyse documents and deal with items that are company confidential.

They will need to know how the organisation works and know who the main personnel are in the company. They will have to communicate with people on behalf of their manager and handle their work while they are out of the office.

Work would normally be office based and Monday to Friday 9-5 although overtime may be required at times. It may be possible to work part-time or flexible hours for some companies.

Expected Salary

A starting salary would be £20,000-£25,000 rising to £33,000 with experience in the role. There may also be benefits such as a pension, health insurance or gym membership depending on the size of the organisation.

Pros

An interesting and varied job.
A good salary with the chance of it rising to a good level.
Normally working within standard office hours.

Cons

Can be high pressured.
Have to work alone sometimes so no good if you need pushing.
Responsible position ensuring manager is well organised.

Qualifications Required

This job may require an HND or degree and those with a business or management related subject would have more chance of securing a position.

GCSE Maths and English would be required for all applicants.

Certain industries may require specific qualifications such as a law background for work in a legal department.

Two years experience in office work would normally be required in a secretarial or administrative role.

There are some specific qualifications that could also help secure the role such as an Executive PA Diploma.

Typing, shorthand and other vocational qualifications could be useful as well.

Required Skills
Good communication skills, written and oralDiscrete and able to keep information confidential where necessaryAble to work alone and use initiativeAble to work under pressure and reach deadlinesGood time management skillsWord processing and IT skillsAbility to quickly take in information, understand and analyse it and able to present it

  
Sales Assistant Job Description

GENERAL DESCRIPTION

Reporting to the Store Manager, the Sales Assistant will help customers to find the products that they want, answer queries in a friendly manner and process payments efficiently.  You will be expected to work well as part of the store team, follow instructions and take part in the merchandising action plans within the store.

The Sales Assistant’s main remit is to ensure that he/she provides a positive customer service.  This will include sourcing products for customers, making recommendations where appropriate and alerting them to any available special offers or deals.  However, you will also play an important part of the overall store’s success, helping the team to meet its sales targets.

MAIN TASKS AND RESPONSIBILITIES

1. To prioritise the customer on all occasions and to fulfil their needs to maintain customer satisfaction levels and retention.

2. To participate in the normal daily activities involved in the running of the store.

3. To gain an excellent appreciation of the store’s product range so that you can provide correct and useful information to customers.

4. To answer general customer enquiries, whether in store or by phone, and to offer the most suitable solution or action that leaves the customer happy.

5. To maintain a high standard of tidiness and cleanliness within shop displays and other areas of the store.

6. To ensure that shelves and rails are kept stocked and are attractive in appearance to customers.

7. To operate the till, handle cash and process debit and credit card payments.

8. To follow Company cashing up procedures.

9. To assist in removing and changing displays and setting up promotions within the store.

10. To check deliveries coming in to the store, unpacking and stocking items as appropriate.

11. To help with regular stock checks and audits.

12. To follow Company procedures on reporting customer problems to the Store Manager.

13. To follow Company dress and presentation standards.

14. To follow all Company health and safety procedures.

15. To undertake any other ad-hoc duties relevant to the post as and when required.

SKILLS AND EXPERIENCE REQUIRED
Interpersonal skills, developed by interacting with a wide range of peopleGood communications skills, particularly in day-to-day conversations with customers and colleaguesCommitted to excellent customer service and the action required to achieve itAbility to use initiative; undertaking tasks without being promptedBasic literacy and numeracy skillsSKILLS AND EXPERIENCE (DESIRABLE):
Previous experience of working in a retail environmentExperience of using Microsoft OfficeUnderstanding of sales techniques.See also :

Sales Assistant CV example

Sales Assistant cover letter

Sales Assistant Salary

Sales Assistant resignation letter

  
Mortgage Advisor – Job Description

Main Duties

A mortgage advisor is responsible for giving advice on mortgages to customers. It will be necessary to therefore keep up to date with changes to the mortgage market including new and discontinued products.

It is possible to be working in a branch at a certain financial institution and then only selling their mortgage products. However, independent mortgage advisors are not tied to a company. They may be based at an estate agent or a mortgage brokers.

The FSA have very strict on selling mortgages with regards to giving correct financial advice and acting fairly and so their regulations would need to be studied and followed.

You may meet customers at the branch that you work or visit them in their home. You would therefore need a polite and friendly approach and be able to happily deal with people, explain things and answer questions, every day.

You would probably be office based, although may visit customers at their homes. If you are an independent mortgage advisor you might be self-employed and working from home. Working hours would tend to be Monday-Saturday and probably evenings. This is due to having to be available to advice customers who are at work in normal office hours. Some travel may be involved as well, if you are expected to visit customers in their homes.

Expected Salary

An independent mortgage advisor would either be paid by commission or fees.
If you were working for a company, you would normally be paid a salary plus commission on sales. Starting salary could be £18,000 to £25,000 which could go up to £50,000 with the commission added on.
It may be possible to also have pension benefits as well as insurance and car allowance.

Pros

Salary prospects are high, especially for good salesmen who earn a lot of commission.
Interesting work, where you will get to meet lots of new people.
Study for qualifications may be paid for by the employer.

Cons

You may have tight sales targets to meet.
Changing mortgages, means there will be a lot of research involved.

Qualifications Required

Formal qualifications are not often required, but work experience in sales or customer services as well as a financial background are normally required.
You may be required to have FSA qualifications which could include a certificate in mortgage advice.

Required Skills
Good communication skillsSales of customer service skillsFinancial backgroundAbility to explain things clearlyIT skillsAble to keep customer details confidential

  
Bookkeeper Job Description

GENERAL DESCRIPTION

The post of Bookkeeper will involve the recording and processing financial transactions on the sales, purchase and nominal ledgers.  You will also be responsible for checking those transactions and creating reports to provide to managers on a regular basis.  This will include the full range of financial processing, including posting entries on accounting software, raising sales invoices, paying purchase invoices and reconciling bank and cash balances.

To succeed in this role, you will be able to pay attention to detail, follow transaction trails and provide answers to questions regularly posed by management.  You will act as the regular point of contact for managers and take instructions from them in terms of the bookkeeping and credit control functions within the office.

MAIN TASKS AND RESPONSIBILITIES

1. To process entries to the purchase, sales and nominal ledgers on the software provided.

2. To raise and issue sales invoices to customers in a timely and accurate manner.

3. To arrange payment of purchase invoices in line with the aged creditors reports.

4. To process the monthly payroll, ensuring that salaries are paid on time and that PAYE liabilities are submitted to HMRC.

5. To maintain petty cash, paying out in line with Company procedures and retrieving cash from the bank to top up the balance.

6. To provide regular reports on cash flow to management.

7. To answer any finance-related queries from debtors, creditors and other stakeholders in a timely and accurate manner.

8. To undertake a monthly bank reconciliation and present to management.

9. To provide monthly reports on aged debtors and creditors and to provide an effective credit control service on outstanding debts.

10. To calculate quarterly VAT sums due and to arrange payment by the appropriate deadlines.

11. To provide information to the Finance Manager for the purposes of monthly management accounts and the annual audit.

12. To maintain a fixed asset register.

13. To undertake miscellaneous administrative tasks when required by managers.

14. To undertake any other ad-hoc duties relevant to the post as and when required.

SKILLS AND EXPERIENCE REQUIRED
Previous experience of bookkeeping dutiesKnowledge of accounting software and Microsoft ExcelGood interpersonal skills; able to explain financial information to staff with no financial backgroundAbility to solve problems and work on own initiativeExcellent numeracy skills and attention to detailA polite and helpful telephone manner; a willingness to support others with their financial queries.SKILLS AND EXPERIENCE (DESIRABLE):
Bookkeeping qualification or similarWord processing skillsExperience of working to tight deadlines.See also :
Bookkeeper Cover Letter
Bookkeeper CV Example