Civil Service administrator

Civil service administrators play an essential role in government departments and agencies, usually in an administrative support or operational delivery role

As a civil service administrator, you'll carry out government policies and deliver vital services to the public, ensuring the smooth day-to-day running of the country.

You may have direct dealings with the public and have the chance to make a real difference to people's lives, or may conduct research and write reports, which contribute to policy.

Job titles vary depending on the department you work for and your specific role. Although you may undertake administrative tasks as part of your role, you may also be involved in other work as well.

You'll need to be politically impartial as the Civil Service is independent of government.

Responsibilities

The title administrative officer (AO) refers to a civil service grade rather than a specific job role, meaning responsibilities can vary widely depending on the department you work in.

However, as a civil service administrator, you may need to carry out some or all of the following tasks:

• respond promptly and professionally to enquiries from the public, colleagues and external organisations, both in person and via phone, email or written correspondence
• follow up on enquiries, resolve issues and handle complaints effectively
• ensure accurate and timely information sharing with relevant stakeholders, departments and agencies
• conduct research and produce high-quality reports, briefings or other materials
• manage operational caseloads, ensuring compliance with procedures and deadlines
• process payments, claims and financial transactions in line with policies
• organise, produce and maintain accurate records, ensuring data security and confidentiality
• update and manage information systems, including databases, electronic records and manual filing systems
• prepare paperwork for review by managers and, where required, carry out initial checks or assessments
• work efficiently to meet deadlines and performance targets
• escalate complex queries or cases to senior colleagues or higher-grade officers as needed
• undertake a variety of general administrative tasks to support departmental operations
• maintain political impartiality while staying informed about economic and policy issues relevant to your role.

Salary

Civil service departments and agencies are responsible for their own pay, grading and performance management. As a result, salaries vary across different government departments.

• Salaries for administrative officer (AO) grades typically range from £23,811 to £26,337, though actual pay depends on the department. For example, the median salary for an AO in the Ministry of Justice is £22,940, while in the Department for Transport, it is £32,370.
• At executive officer (EO) level, salaries generally fall between £27,470 and £35,204. With experience and further training, it's possible to move into higher grades with more pay.
• Senior civil service salaries are set by the Cabinet Office and can exceed £90,000 in some departments.
• Median pay across the whole Civil Service is £33,980. At the most junior level, the median salary is £24,480, while for senior civil servants, it is approximately £88,970. For more information see the Institute for Government (2024).

Salaries are also influenced by location, with higher pay in London due to cost-of-living adjustments. Additionally, skills, experience and level of responsibility play a role in salary variations.

You will receive a civil service pension, with an employer contribution of 29%. Additional benefits may include flexible working arrangements, childcare vouchers, support towards professional qualifications, discounted gym membership and a performance-related bonus scheme.

Income figures are intended as a guide only.

Working hours

You'll typically work 37 hours a week, Monday to Friday. Each individual department functions differently, however, and some may require occasional longer hours, shift or weekend work.

Part-time, job-share, flexible and hybrid working options may be available.

What to expect

• One in five civil servants are based in London. However, jobs are available throughout the UK. Areas with large numbers of civil servants include the North West and Scotland. For more information, see Civil Service Statistics.
• The Civil Service is committed to promoting and ensuring equality and valuing diversity in the workplace. For more information, see Civil Service - Equality and diversity.
• Dress code depends on the department you work for and whether the role is customer-facing. Generally, you'll be required to dress professionally, but smart casual may be acceptable for some work.
• The role can be challenging at times. Some jobs require working to tight deadlines, dealing with complaints or difficult queries or undergoing regular changes to systems or ways of working.
• Travel within a working day is necessary in some roles, for example to attend meetings or conduct site visits. Overseas work or travel may be a feature of some jobs, for example, with the Foreign, Commonwealth & Development Office (FCDO) or Ministry of Defence (MoD).

Qualifications

You don't need a degree to work as a civil service administrator, although the skills you gain during your degree will be useful. However, you do need a good standard of education, usually at least five GCSEs (or equivalent), including numeracy and literacy skills.

The selection process uses Success Profiles, the recruitment framework for the Civil Service. As part of the process your behaviours, strengths and ability are assessed, as well as your experience and your professional skills, knowledge or qualifications (technical).

Some government departments, such as Defence Equipment and Support (DE&S), HM Revenue & Customs (HMRC) and HM Treasury, offer graduate recruitment schemes for entry into higher-level roles.

You may also be eligible to apply to the Fast Stream, the Civil Service's leadership development programme. There are 17 specialist development schemes available, many of which accept a 2:2 or higher in any degree subject, including degree apprenticeships. If you're already a civil servant, you may be able to apply to some of the Fast Stream schemes without a degree. Check each scheme for entry requirements.

You can also join the Civil Service via a Civil Service Apprenticeship.

If you're successful in the recruitment process you will need to undergo pre-employment checks, and some departments will require security clearance. You must also meet civil service nationality requirements.

Find out more about a career in the Civil Service.

Skills

You'll need to have:

• strong organisational and administrative skills
• the ability to understand and apply complex policies and procedures
• excellent oral and written communication skills
• customer service skills with the ability to handle enquiries professionally
• a responsible attitude and the ability to work on your own initiative
• the ability to work effectively in a team and build strong working relationships
• attention to detail with a focus on accuracy
• the ability to see the big picture and understand wider departmental goals
• a flexible approach to work with the ability to adapt to change
• effective decision-making skills and good judgement
• the ability to work quickly and efficiently under pressure
• organisational, time and resource management skills
• numeracy skills for handling financial or statistical tasks
• IT skills and the ability to use key software packages and information systems
• a strong commitment to diversity, inclusion and equal opportunities
• a proactive approach to work with a commitment to self-development and continuous learning.

Work experience

Pre-entry experience is useful and can improve your chances of getting a job, particularly for competitive roles. Many roles at this level are open to candidates with strong organisational, communication and IT skills, even if they have limited professional experience.

Relevant experience for an AO role includes office administration, customer service, data entry and research work. Experience in the public sector or working with the general public is also beneficial, though not essential.

You could work in a part-time or temping administrative or customer role alongside your study, for example, or volunteer for a charity in an administrative or customer-facing role. There are also university-based opportunities available such as volunteering for a student society or working as a student ambassador.

Many government departments offer summer placements and work experience opportunities. The Fast Stream Summer Internship Programme (SIP) provides the opportunity to see what a career in the Civil Service is like. You'll need to be in your final two years at university with an expected 2:2 in any subject, have the right to work in the UK and meet the Civil Service nationality rules to be eligible to apply

Various civil service departments also participate in work experience schemes such as the:

• Leonard Cheshire Intern Programme - aimed at talented university students and recent graduates with any disability or long-term condition
• Civil Service Care Leavers Internship Scheme - for care leavers aged 18 to 30
• Ambitious About Autism Civil Service internship programme - for young people with autism aged 18 to 25.

Find out more about the different kinds of work experience and internships that are available.

Employers

The Civil Service employs around 542,000 people, equivalent to approximately 510,000 full-time equivalents (FTE).

Civil service administrators are employed across a range of government departments and agencies. The largest departments are:

• Ministry of Justice (MoJ)
• Department for Work and Pensions (DWP)
• HM Revenue and Customs (HMRC)
• Ministry of Defence (MoD)
• Home Office.

However, the proportion of civil servants at administrative assistant (AA) and AO levels is decreasing, currently making up around 26% of the workforce, while those at executive officer (EO) level and above now account for over 73% (see Civil Service Statistics).

See the full list of government departments, agencies and public bodies.

Most civil service departments have a presence in London, and there are also large numbers of civil servants in the North West and Scotland. There are, however, opportunities throughout the UK.

Look for job vacancies at:

• Civil Service Job Search - the official portal for civil service jobs
• Civil Service Fast Stream - for graduates with leadership and management potential.

Vacancies may also be advertised in the national press.

The Civil Service has a commitment to equal opportunities, and departments have signed up to the Disability Confident scheme.

Speculative applications are not accepted.

Professional development

Most government departments provide on-the-job training and a mentor (usually a senior member of staff) to offer guidance and support. Training typically involves learning from experienced colleagues, attending in-house training courses and gaining hands-on experience in administrative processes and public service delivery.

The Civil Service is committed to ensuring all employees develop the skills and knowledge needed to work effectively. Once in post, you'll have access to Civil Service Learning, an online training portal offering e-learning courses, online resources and classroom-based training. This platform helps civil servants build core competencies relevant to their roles, such as policy awareness, leadership, project management and communication skills.

As you progress through the grades, you may have the opportunity to apply for the Civil Service Fast Stream, a leadership development programme designed to accelerate career progression. While most Fast Stream schemes require a degree, some are open to current civil servants without a degree, providing alternative routes into more senior roles.

Training is usually provided through a series of postings or placements across different departments and will typically include a combination of formal training courses and on-the-job learning. Learn more about becoming a Civil Service Fast Streamer.

Career prospects

Career advancement typically involves moving between roles and departments, allowing you to gain broader experience and develop specialist technical expertise or management skills. Many departments have structured progression routes, enabling employees to move up the grading structure over time.

With the right skills and experience, civil service administrators can progress to the executive officer grade, which typically involves more business and policy support responsibilities. Further advancement to senior executive officer or higher executive officer level can lead to policy-focused roles with greater responsibility. To reach Grade 6 or 7, you'll need significant experience in managing policy or operational delivery.

The Senior Civil Service (SCS) is the most senior grade in the Civil Service and makes up only a very small proportion of civil servants. It comprises senior leaders responsible for shaping government policy.

While many civil servants build long-term careers in government, there are also opportunities to move into private sector organisations, charities or consultancy roles, where public sector experience is highly valued.