Data entry job description template
A data entry job description sets out what information the role records, in which systems, and how accuracy is checked. This template, written for companies in Saudi Arabia, covers entering and verifying records, correcting errors, scanning and indexing documents, simple reports and protecting personal data, with neutral wording and placeholders. Copy it or download it as Word.
Replace everything in [square brackets] with your details.
Job title: Data entry clerk
Department: [Department]
Reports to: [Supervisor’s title]
Location: [City], [on site / hybrid]
Employment type: [Full time / Part time]
Job purpose
To record [Type of information] in [System name] accurately and on time, so that the records [Department] relies on are complete and correct.
Key responsibilities
- Enter data from [Invoices, forms, applications or other documents] into [System name].
- Check entries against the source documents before saving them.
- Find and correct errors, duplicates and missing information.
- Update existing records when changes are received.
- Scan, name and index documents so they can be found later.
- Meet daily and weekly volume and accuracy targets.
- Prepare simple reports and extracts from the data when requested.
- Report recurring errors in source documents to the team that sends them.
- Keep personal and confidential information secure under company procedures.
- Follow the backup and filing rules for paper and electronic records.
Qualifications and experience
- [Secondary school certificate / Diploma].
- [Number] years of data entry or clerical experience, or none for an entry-level role.
Skills
- Fast and accurate typing in Arabic and English.
- Good working knowledge of Excel or Google Sheets.
- Attention to detail and the patience to check work.
- Ability to keep information confidential.
Working conditions
Working hours: [Days and hours, within the Labour Law limits]
Place of work: [Office address or remote]
Probation period: [Number] days, up to 180 days, as set in the contract
Pay and benefits: [Salary range or “to be discussed”], [Housing and transport allowances], [Medical insurance], [Other benefits]
How to apply
[How to apply and the closing date]
How to adapt it
- Name the data and the system: supplier invoices in your ERP, patient forms in a clinic system, or applications in a portal.
- State the volume and the accuracy you expect, so applicants know the pace of the work.
- Add the data protection steps that apply where the records hold personal data; see PDPL.
What to avoid in a job ad
- Requirements based on gender, age, nationality or religion. Describe the work and the skills, and let anyone who meets them apply.
- Asking for a degree when a typing and accuracy test shows the skill better.
- Promising remote work the role does not allow.
Some professions and activities are reserved for Saudis, or need a set share of Saudi employees, under Saudisation decisions. Check the decisions that apply to your activity and this profession on Qiwa before you advertise, and see Saudisation.
RafiqHR’s Recruiting module, in the All-in-one plan, posts the job to your careers site, job boards and Jadarat, and Rafiq AI drafts a first version of any description in the free job description generator.
Official sources
Frequently asked questions
What does a data entry clerk do?
A data entry clerk enters information from documents, forms or files into the company’s systems, checks it against the source, corrects errors, keeps records up to date and prepares simple reports, while keeping the information confidential.
How do I test a data entry applicant?
Give a short practical test with a sample of real-looking documents and your system or a spreadsheet, and check both speed and accuracy. Accuracy usually matters more than speed.
Does data entry involve personal data rules?
Often, yes. When the records include names, ID numbers, salaries or health details, the work falls under the Personal Data Protection Law, so the role should follow the company’s data protection procedures.
This is general information to help you understand the topic. It is not legal advice. Rules and rates change: always check the official text on the relevant authority’s platform and consult a qualified adviser before acting.
