A Clerical Assistant is mainly deployed on general and basic clerical duties which may involve multi-tasks relating to one or a combination of the following functional areas: (a) general office support; (b) personnel; (c) finance and accounts; (d) customer service; (e) licensing and registration; (f) statistical duties; (g) information technology support; and (h) other departmental support. A Clerical Assistant is subject to posting to any government offices in any districts of Hong Kong; is required to use information technology applications in the discharge of duties; and may be required to work irregular hours or shifts and wear uniform at work.
Candidates should have:
completed Secondary 4 with subjects studied including Mathematics, or equivalent;
attained a level of proficiency in Chinese Language and English Language equivalent to Secondary 4 standard [Notes (1) - (3)];
Chinese word processing speed of 15 words per minute and English word processing speed of 20 words per minute, and knowledge in the application of common business software [Notes (4)]; and
a pass result in the Basic Law and National Security Law Test [Note (5)].
For the purpose of appointment to this post, a pass result or above in Chinese Language / English Language in the final examination of Secondary 4 or any one of the examinations of Secondary 5 or above is accepted administratively as meeting the Chinese / English language proficiency requirement at Secondary 4 level respectively. Results at a level higher than Secondary 4, including Level 2 or above in Chinese Language/English Language of the Hong Kong Diploma of Secondary Education Examination (HKDSEE) or the Hong Kong Certificate of Education Examination (HKCEE); or Grade D or above in Chinese Language / English Language in IGCSE/GCSE/GCE O Level; or a full Project Yi Jin Certificate / Yi Jin Diploma / Diploma Yi Jin / Foundation Diploma / Diploma of Foundation Studies are also accepted for the existing purpose.
Applicants holding examination results / qualifications at higher standard than those in (1) above, such as results in the Use of Chinese paper / Use of English paper in the Common Recruitment Examination and the Academic Module of International English Language Testing System (IELTS), and non-local qualifications will also be considered subject to their meeting the language proficiency requirements upon individual assessment.
To expedite the assessment on candidates’ language proficiency, candidates should provide the results in Chinese Language and English Language obtained in local/non-local public examinations in Table (I) “Public Examination Results” under “Academic Attainment” of the Application Form [G.F. 340 (Rev. 7/2023)] and provide the results in Chinese Language and English Language obtained in the examinations of Secondary 4 or above in Table (II) “Education” under “Academic Attainment”, wherever applicable.
Applicants should submit duly completed application forms and supporting documents (if applicable). Those who have passed the preliminary qualifications vetting will be invited to attend the Chinese and English word processing speed test and the test on the application of common business software of Microsoft Office Word 2016 and Excel 2016 (skills test).
All applicants for civil service jobs will be assessed on their knowledge of the Basic Law and the National Security Law. A pass result in the Basic Law and National Security Law Test is an entry requirement for civil service jobs. Only those candidates who have passed the Basic Law and National Security Law Test will be considered for appointment. For candidates who have not taken the Basic Law and National Security Law Test or have not attained a pass result in the Basic Law and National Security Law Test at the time of application, they may still apply for the job and arrangements will be made for them to take the relevant Basic Law and National Security Law Test during the recruitment process.
Terms of Appointment and Conditions of Service
New appointees to the Clerical Assistant rank will be appointed on civil service probationary terms for three years. The entry pay for a Clerical Assistant isMaster Pay Scale Point 1. Upon passage of probation bar, they will be considered for appointment on the prevailing permanent terms.
Serving Clerical Assistants may apply for the post of Assistant Clerical Officer through open recruitment or the In-service Appointment Scheme.
Video of Clerical Assistant Grade
How to Apply
Applicants should submit the completed Application Form [G.F. 340 (Rev. 7/2023)] through one of the following means : (a) online through the Civil Service Bureau’s website (https://www.csb.gov.hk/english/recruit/7.html); or (b) by post to the contact address and specify “Application for the post of Clerical Assistant” on the envelope. If by post, the postmark date on the envelope will be regarded as the date of submission of application. To avoid delayed or unsuccessful delivery of applications, please ensure that the correct address is clearly printed or written on the envelope and sufficient postage has been affixed before posting. Mail items bearing insufficient postage will not be delivered to this Bureau and will be returned to the sender or disposed of by the Hongkong Post, where appropriate. An applicant will bear any consequences arising from not paying sufficient postage.
Application Forms [G.F. 340 (Rev. 7/2023)] can be obtained from any Home Affairs Enquiry Centres of District Offices, Home Affairs Department or any Job Centres of the Employment Services Division, Labour Department. The said form can also be downloaded from the Civil Service Bureau’s website (https://www.csb.gov.hk/english/recruit/application/331.html). The new version of application form for Government jobs G.F. 340 (Rev. 7/2023) has been in use with effect from 26 July 2023. If candidates submit the old version form G.F. 340 (Rev. 3/2013), they will be required to fill in the new G.F. 340 (Rev. 7/2023) afresh and submit it within seven days upon request. If candidates fail to submit the new G.F. 340 (Rev. 7/2023) within the stipulated deadline, their applications will not be processed further.
Applications which are incomplete, late, not made in the prescribed form or submitted by fax or email will not be accepted.
Holders of academic qualifications other than those obtained from Hong Kong institutions / Hong Kong Examinations and Assessment Authority may also apply but their qualifications will be subject to assessments on equivalence with the required entry qualifications. They should attach to their applications copies of their diplomas / certificates, official transcripts of studies and official documents stating the mode of delivery (e.g. full time / part time, on campus / distance learning, etc.) of the study programmes. To facilitate assessment of qualifications, the above documents on the prior qualifications obtained should also be supplied as far as possible. Those who apply online should submit copies of these documents by post to the contact address within one week after the submission of application. The online application number should be quoted on the envelope and on each page of copies of the supporting documents. If candidates fail to provide the supporting documents, their applications will not be considered. Do not send any originals of diplomas / certificates or other qualification documents at this stage of application.
Copies of local qualification documents are not required at this stage of application.
At the time of application, applicants should possess the relevant academic qualifications and language proficiency.
An invitation to the skills test or selection interview does not imply that the candidate has met the entry requirements of the post.
As invitations or notifications will be sent to candidates by email, candidates should provide an accurate email address in the Application Form [G.F. 340 (Rev. 7/2023)]. To avoid missing any invitation or notification, candidates are responsible for (i) ensuring that the settings of their email accounts do not block emails from this Bureau; and (ii) checking each incoming mailbox (including the spam folder) regularly.
Candidates who have applied for the post(s) of Clerical Assistant and/or Assistant Clerical Officer and who have met the respective qualifications will only be required to attend one Clerical Grades skills test. If the skills test results, academic qualifications and language proficiency of the candidates have met the requirements of the respective post applied for, they will be invited to attend the respective selection interview.
The pass result(s) of the Clerical Grades skills test will be valid for two years counting from the date of the test. Having regard to the optimal use of government resources, candidates who failed the skills test / Basic Law and National Security Law Test (BLNST) / selection interview, withdrew from the application process or declined the offer should be suspended from making a new application unless after the following suspension periods –
Failing the skills test or BLNST – three months counting from the date of the test;
Withdrawing the application before the selection interview (including absence for the skills test or BLNST / selection interview) – three months counting from the date of withdrawing the application (for absence, the date of absence);
Failing the selection interview – 12 months counting from the date of the selection interview; and
Withdrawing the application after the selection interview or declining the offer – 12 months counting from the date of withdrawing the application or declining the offer.
Recruitment Centre, General Grades Office, Civil Service Bureau, Room 3701-08, 37th Floor, Revenue Tower, 5 Gloucester Road, Wanchai, Hong Kong