A clerical or administrative type job mostly involves information management and communication. Qualities like good listening and communication skills, planning and organizing, flexibility, adaptability, independent judgment, confidentiality, attention to detail and accuracy are all key to clerical jobs.
The interviewer wants to know if you are able to analyze a problem and come up with a workable solution. Show how you use your initiative to pro-actively make positive changes.
Describe the techniques you use to organize your work. How do you determine the importance and urgency of a task? What else do you consider when prioritizing your work - for example, the available resources to complete the task? Show how you are able to use your judgment and plan the most appropriate course of action.
Be specific about any daily, weekly, quarterly deadlines you regularly had to meet. Explain how you scheduled your activities to ensure that you did meet the deadlines.
Again have an example ready for the interviewer. Describe the situation, the actions you took to meet the demands and the outcome. Focus on your ability to perform under pressure by planning and prioritizing successfully. Avoid making negative comments about having to handle a busy situation but rather convince the interviewer that you enjoyed the challenge.
Have a good example ready of a project where you were involved in the planning and organization. Clerical interview questions like this are designed to explore your planning and organization skills as well as your initiative and ability to work independently. Focus on these skills in your answer.
This provides an indication of how busy you were and how much time was spent on dealing with requests for information. If you also dealt with the public via written communications then include this in your clerical interview answer.
Focus on dealing with queries or requests from customers or members of the public. Highlight your use of your knowledge of the department and company to successfully answer queries and provide information.These clerical interview questions are exploring your ability to provide an efficient information service to the public, clients, colleagues and managers.
How did you organize venues, inform participants, organize documentation, set up the meeting room? Were you also responsible for taking and distributing minutes?
Detail what your responsibilities were in this area. Did you collect, count and disburse money? Was there any basic bookkeeping involved? Were you responsible for any banking transactions?
Show how you used your judgment to determine what types of information and situations to keep confidential. Give specific examples of the confidential information you managed. How was this information stored? How did you monitor it? What was the process for retrieving it?
Focus on the types and volume of information - forms etc - to be captured and processed. What software and systems did you utilize? An important part of answering clerical interview questions about information processing is to detail how you verified or audited the information before processing it? How do you check for errors?
Highlight how you made sure that filing was kept current and being done accurately. How did you ensure efficient retrieval of information? Detail the different filing systems you are familiar with and explain their advantages and disadvantages. Discuss any improvements you made. This shows that you actively managed the filing system and not just maintained it.
Give examples of the reports you were responsible for and explain how you obtained and managed the necessary information and what systems you used to generate and distribute the reports.
When answering clerical interview questions like this indicate the level of responsibility you had with regard to generating and editing correspondence. Did you type correspondence from rough drafts, corrected copies, voice recordings, dictation or previous versions? Highlight your knowledge of English composition, spelling and grammatical rules. Explain how you ensured accuracy. Provide work samples to support your answer.
Detail the packages you are familiar with and explain what you have used each package for. Give specific examples of the functions you are proficient in such as creating and formatting spreadsheets in Excel and creating and editing tables in Word. Relate your computer skills to the job requirements.
Find the key abilities and skills required for this position in the job posting/ad. Describe how you demonstrated these skills in your previous jobs. Key skills for clerical positions usually include communicating with customers, employees and other individuals to answer questions and obtain and give information, taking and directing calls, filing, compiling, checking and distributing documents and correspondence, recording data and scheduling activities.