To verify the suitability of candidates, an employer may use what is known as a clerical aptitude test.
Who Uses Them?
Many employers use clerical aptitude tests to screen potential employees because the skills they assess are applicable in a variety of roles. Clerical team members are employed in industries including:
Corporate settings Education Manufacturing Medicine
Clerical aptitude is beneficial in many business areas, such as:
Marketing Finance Operations Logistics
What Work Skills Do They Test?
Clerical duties can vary from taking messages and diary management to more complex tasks such as managing an inventory, supervising others and managing customer data. Irrespective of the seniority of the role, there are some qualities that are important for all administrative staff. Clerical aptitude tests will mainly assess the following work-based skills:
Accuracy and speed – Clerical roles can be fast-paced and demanding. Secretaries, business support professionals and administrative assistants need to demonstrate that they can work to deadlines, without compromising on the quality or accuracy of their work. Efficiency – The workload of an employee in a clerical capacity can be busy and varied, often involving multiple tasks. Employees need to work efficiently to ensure that they can progress through their work and meet deadlines. Time management – Being able to manage time effectively is of utmost importance. A clerical assistant may have a variety of deadlines and competing priorities. Being able to multitask and maximise productivity is a key skill that will be assessed during the aptitude test. Organisation – Good organisation is not only about managing your time effectively; employers will be looking for candidates with the ability to prioritise their tasks to optimise their productivity. Good organisation will be key in certain clerical roles if, for example, you are responsible for arranging meetings or events. Motivation – Being able to use your own initiative and work independently is very important in clerical roles. Exercising the discipline to complete your allocated tasks with skill and accuracy is also vital.
What Personality Traits They Test
Demonstrating a strong aptitude for clerical work is much more than simply being well organised and efficient. There are certain personality traits that employers assess during a clerical aptitude test. These include:
People skills – Clerical staff are expected to deal with a variety of people including colleagues, senior managers and clients. Demonstrating a polite, friendly and approachable demeanour is important, since the way you communicate will affect perception of the business. Being able to communicate effectively with a variety of people and build lasting professional relationships is an important skill for any professional working in an administrative capacity. Collaborative – As a clerical worker you will be expected to work well in a team environment. This could be supporting a team with an event, helping the finance team prepare the end of year accounts or assisting with the reorganisation of a filing system. Demonstrating a helpful and amenable attitude is very important for employers. Discretion – Clerical workers often have access to highly confidential information. An employer must be able to trust you to exercise discretion and handle confidential information in an appropriate way.
What Specific Aptitudes Are Tested?
Assessing clerical skills will include an evaluation of several aptitudes, among them:
Numerical reasoning. Depending on the nature of your role, you may be asked to assist with financial information. In this instance, recruiters will be looking at your mathematical skills to see how well you can work with statistical information. Verbal reasoning. A key skill in your work as a clerical assistant will be reading and synthesising written information. You should also be able to write a well-structured document with correct spelling, punctuation and grammar. Document management. Being efficient and organised is an important skill and this may be assessed using an in-tray (or e-tray) exercise. Although most document management is now electronic, you may still have to manage paper-based recording systems. The test may also assess your ability to organise documents in a logical manner.
Alphabetic and numerical filing – This test consists of 20 questions and you will have 7 minutes to complete it. It assesses your ability to file documents alphabetically and numerically. Attention to detail – A 3-minute test that examines your ability to work accurately under pressure. Data checking – A 5-minute test which asks you to cross-reference numerical data. Concentration – A 2-minute test in which you will be asked to read and evaluate a simple sentence and then answer a question based on what you have read. To achieve a good score on this section you will need to work very quickly and accurately. Verbal skills – In 10 minutes, you will have to complete a total of 30 questions covering grammar, spelling and vocabulary. Numerical skills – A 5-minute test which assesses basic mathematical skills such as percentages, addition, subtraction and multiplication.
A combined score of 70% or more is considered acceptable.
How and Where to Prepare
The best way to prepare for an aptitude test is to sit as many practice tests as you can before the day. If you feel there are certain clerical skills that you are lacking, now is the time to improve them. There are lots of practice aptitude tests that you can complete online, such as those produced by JobTestPrep, that will help you to familiarise yourself with the types of questions asked.
10 Tips for Success
Succeeding at the clerical aptitude test requires commitment, practice and dedication. Here are some top tips to help you succeed: As with all aptitude tests, be prepared and practice as much as you can to increase your chances of success.
