RECRUITMENT GUIDE

Data Entry Clerk

The role of a data entry clerk is primarily to enter, and update company data and information into the company database. This role requires knowledge of basic computer and office skills, and the ability to continuously keep up to date with changes within the business.

Data entry clerks will need to be able to quickly learn the computer processes that the company uses, and have a good understanding of office etiquette. They will be responsible for transferring information from customers to online systems, and ensuring that all data entered is free or errors and mistakes.

As a role that can affect the ability of other employees to complete their work and access current information on their clients and/or business updates, data entry clerks must be able to meet deadlines, and transfer information quickly and efficiently without compromising the accuracy of their work.

Day-to-day tasks of this role:

  • Transferring data from paper form to an online database.
  • Transfer data from customers to an online format.
  • Updating existing data files.
  • Perform frequent backups of the database to ensure no data is lost.
  • Verifies customer and business account information by frequent reviewing, updating, correcting and deleting data.

Recruitment Process

Understand the Role

Review the skills profile

To find the best person for the role, you need to understand what the role involves. You can complete this with the hiring manager to define the role, what it contributes to the organization, and the skills needed.

Understand the Role

Source Applicants

Write a job description based on skills

Once you understand the requirements for the role, you’ll need to understand the skills for success. You can then write an effective job description to promote your role.

Source Applicants

Skills Assessment

Select the ideal candidate

See which applicants have the right skills for the role. Send all your applicants a Vervoe skills assessment from the expert library, or customise one for your organization. 

Skills Assessment

Interview

Interview top performers

Your skills assessment results will identify top performers. Focus your time on interviewing those that have met or exceeded your requirements. Assessment results will also help guide which skill areas to focus on in the interview. 

Interview

UNDERSTAND THE ROLE

Skills profile for a Data Entry Clerk

To successfully acquire a data entry clerk position, an applicant does not need specific qualifications, however previous office experience is favourable. Despite no formal qualifications being required, some common skills are essential to excelling in the role. A data entry clerk must have the ability to complete repetitive tasks and still maintain a strong focus. The applicant must also be a fast worker, who can meet tight deadlines and be able to learn online reporting programs quickly.

A successful applicant must have exceptional attention to detail skills. They must have high accuracy in typing, can easily identify inconsistencies in data, and pay strong attention to punctuation, spelling and grammar. Communication skills are also essential to this role. The applicant must have excellent written and verbal communication skills, a high degree of knowledge of the English language, and a professional written and phone manner.

Another essential skill for the candidate to have is strong time management skills. They must be able to efficiently adhere to strict timelines, and prioritise work to meet these deadline demands. They must also be able to work to meet these deadlines, without jeopardising the accuracy in their files and reports.

Once you’ve determined the skills required for the role, you can write the job description to advertise for your position.

SOURCE APPLICANTS

Data Entry Clerk Job Description

Summary:

  • Why is this role being filled?
  • How does this role fit into the organization and the team?
  • What makes your company unique?
  • What would it be like to work for you?

Requirements:

  • What technical skills are needed for this role?
  • Which soft skills are applicable?
  • What are the nice-to-have experiences of your ideal candidate?
  • Include availability preferences in this section

Responsibilities:

  • What are the key deliverables for this role?
  • What does the day-to-day of this role look like?

Benefits:

  • Compensation & bonuses
  • Employee benefits & perks
  • Ongoing training benefits

PRO TIP #1

As this role is quite repetitive and is mainly online, it is important to outline the online programs that the applicant will be required to use. This includes listing the websites, applications, and reporting systems that they will have to work on every day in the job description.

PRO TIP #2

Ensure to include in the job description what it is like to work for your company, and what your office environment is like. Outline what your company values and what your expectations are for the successful candidate, in order to ensure you identify the right person for your company.

SKILL ASSESSMENT

Sample skills assessment

Question 1

Data Entry Clerk

Question Type: Document

When you have to manage a large set of data and documents in a small space of time, how do you prioritise which to do first? Create a list of how you prioritise your work to meet deadlines. 

Question 2
Attention to detail
Question Type: Text

What quality checks do you have for your work?

Question 3
Communication
Question Type: Video

Provide and explain an example of when you have changed your communication style depending on the receiver.

INTERVIEW

Interview guide for Data Entry Clerk

Once your Vervoe skills assessment has surfaced the most qualified people for your open role, you can focus on interviewing these candidates. The PDF interview guide contains structured questions against each of the competencies for this role.

This interview guide is intended to be used in conjunction with the Vervoe skills assessment. Where a candidate has scored Low – Medium on a skill, focus on asking more questions from that skill to gain deeper insight into their level of competency.

PDF INTERVIEW GUIDE
Get your copy of the  interview guide to complete the hiring process. Includes questions against each of the skill competencies for the role.

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