Data Entry Clerk

Job Description:

Data entry clerks type information into databases and systems and create letters, reports and other documents.

Job Category:
IT Industry

What you will do:

Your day-to-day tasks will depend on the type of organisation you work for.

You may:

  • transfer information on paper on to the computer
  • update existing databases with new information
  • take customer, client or patient details to add to a database
  • create spreadsheets and run reports on data
  • regularly back up data to make sure nothing is lost
  • process invoices
  • organise paperwork and follow data confidentiality processes


You’ll need:

  • to be able to use a computer and the main software packages competently
  • keyboard skills and accuracy in entering data

As well as:

  • efficient time management skills
  • organisational skills
  • administration skills
  • to be thorough and pay attention to detail
  • the ability to work well with others (teamwork skills)
  • customer service skills
  • to be flexible and open to change (adaptable)
  • the ability to work on your own
  • patience and the ability to remain calm in stressful situations
  • the ability to work well with your hands
Illustration of employee looking at workspace

Entry Requirements:

To become a Data Entry Clerk, specific subjects are not typically required, as this role primarily involves basic data input and computer skills. However, having a good educational foundation and certain skills can be advantageous. Here are some relevant subjects:

  1. English Language: Strong written communication skills are essential for accurately entering data, as well as for understanding and interpreting instructions.
  2. Mathematics (Maths): Basic math skills can be helpful for performing calculations when entering numerical data.
  3. Computer Skills: Familiarity with basic computer operations, including keyboarding and using software applications like Microsoft Excel and Word, is crucial for data entry.

Post School

You can get into this job through:

  • a college course
  • an apprenticeship
  • working towards this role
  • applying directly

College Course

You could take a college course to develop your computer skills while looking for work. For example courses in the UK include:

  • Level 1 Certificate for IT Users
  • Level 2 International Computer Driving Licence (ICDL)
  • Certificate in IT User Skills, previously called European Computer Driving Licence (ECDL)
  • Level 2 Diploma in Business Administration


You could do a business administrator advanced apprenticeship.


You could move into data entry work if you’ve got office experience, for example, as an administrative assistant.

Employers will give you training on the job, covering their data entry systems.

Direct Application

You can apply for jobs directly if you’ve got experience of word processing, spreadsheets and databases. Employers may also ask for the equivalent of UK GCSEs in English and maths.

Working Hours and Environment:

You’ll usually work 9am to 5pm, Monday to Friday. Part-time work is sometimes available.

You’ll spend most of your time at a computer in an office, or working from home.

Career Path & Progression:

With experience, you could become a supervisor or team leader. You could also train and mentor new employees.