Handing in notice

[AngelM]

Please can I ask what you would do in this situation.

My immediate boss is a very high profile person.  Recently I handed my notice in - although I love my job and we get on reasonably well I have been made an offer elsewhere that I really cannot refuse.

I spoke to him and explained, he was supportive, said he'd be sorry to see me go but understood my reasons, and asked that I assist in recruitment of my replacement.  However he did ask that I keep it a secret from my colleagues to "stop the rumour mill".

After our conversation I emailed HR, sent a very lengthy email and said that they could rely on my full commitment to assisting in recruitment of my replacement, to which I received no response.  I sent a further email a day later asking if the first email had been received and got a reply saying "receipt confirmed", that was it!  I thought this was very bad manners and unprofessional to say the least.

I now have my boss chasing me for CVs/interviews whilst HR seem determined to keep me out of the loop. The last communication I had with them said "we'll let you know when interviews have been scheduled".  However my boss is continuing to chase me.

Also, unaware that I am leaving, my colleagues are arranging meetings for the time after my leaving date.  I feel almost like I am deceiving them but I have been asked by my boss to keep the news secret.  He has given me no indication when I am allowed to tell people.  It is making life very difficult to say the least!

Any advice would be gratefully received!

[gee4]

Firstly HR have no obligation to include you in the selection/interview process for a new assistant - most HR functions try to avoid that.  However, having said that, you have been informed they will advise when interviews are scheduled...so leave it as that.

I assume CVs are being submitted to HR and not you??  You need to explain that to your boss.  He might have some influence in allowing HR to let you into the loop.

Secondly, you are not deceiving anyone.  I have worked with several individuals and had no idea they were on notice.  You are obliged to continue acting in a professional manner and it is no one else's business that you are leaving until it is decided to make it public knowledge.

My advice would be to carry on as normal.

[AngelM]

Thanks Gee. 

The difficulty I have is that boss specifically asked me to take part in the recruitment process.  Its not something I'm looking forward to as I have a million things to do before I go.

Whilst they are under no obligation to include me in the process, surely if my boss, as CEO, has asked them to, then they should at least respect his wishes.

I feel like I'm in an impossible situation!

[gee4]

Well as I said, feed this back to your boss.  Maybe he can open some doors for you if HR are shutting you out.

HR are a funny bunch...no offence to anyone.  Formerly known as Personnel...they have no interest in personnel or humans as individuals.

They have always been cold fish anywhere I have worked.

[AngelM]

I have fed back to my boss - he was copied in on the original email and when he chased me for a response I forwarded the reply I had received from 'HR'.

I am always conscious of involving him in problems like this as he is so senior in the company but I don't think I should be taking the fall for the HR director's sulky nature!

[msmarieh]

I would send an email to HR with a copy to my boss reminding them (nicely) that you have been asked to participate in the screening process and would like to also review the resumes, not just participate in the interviews. It may be simple miscommunication.

There are several possibilities:

1) Your boss may not have told them what level of involvement he wants you to have in finding your replacement.

2) They may think you just want to be in on the interviewing, not realizing you wish to be included on the review of the CVs as well.

3) Your HR department may just be dragging their heels because they don't wish you to be involved.

[AngelM]

Thanks msmarieh

I think they are dragging their heels for the same reason too. I actually don't want to be involved but my boss is very keen on the idea and is pushing me to chase HR daily.  I don't feel comfortable doing that. 

I don't think he's going to be over the moon at me leaving if they don't have someone else lined up either but my contracts says four weeks and I have already agreed a start date with my new employer. It feels very much like a lose/lose situation at the moment!

[gee4]

I never understand why companies expect to advertise, shortlist, interview and hire a new member of staff inside 4 weeks.

That just doesn't happen unless they get someone from an agency who is readily available.

[AngelM]

I was thinking the same thing.  The majority of people in a job will be on four week's notice.  I have been looking on all the obvious job sites and I can't see the vacancy advertised either. 

[gee4]

You need at least 3 months for this exercise, from start to completion.

Most times you never get a replacement immediately at the end of someone else's notice period so you may find your boss or ex boss could be without an assistant for a while.

I can understand his frustration - he probably knows the score.

[msmarieh]

It might be more realistic to talk to your boss about bringing in a temp and offering to train that individual.

[AngelM]

That's a really good idea but I'm not sure he'd go for it.  He's quite traditional in his ways.

I am trying hard not to feel guilty about leaving but it is very hard.  I do feel a strong sense of loyalty which is perhaps misplaced.  The fact is that I am grossly underpaid for the job I do - I am EA to the head of huge international Plc, and my salary is an absolute joke!

[peaches2160]

Is it possible to divide your duties, schedule and travel, meeting minutes,  expense,  etc.... to a few assistants within the organization to support your boss during this process, since at this rate, it does not sound like your replacement will be there before you depart.  I know this is a little out of the ordinary, but never the less, your boss would be taken care of until which time HR finds a suitable replacement.  Of course this would mean letting folks know you are leaving.  Has anyone from HR talked with your boss and officially started the recruiting / hiring process?  It sounds to me like your boss trusts your judgement immensely and trusts with your involvement, HR will find a suitable replacement to assist him.

[AngelM]

Thanks Peaches.  The trouble is he doesn't get on well with the other assistant we have, they're very different people shall we say.

I have heard from HR today thay they have set up interviews next week and want me to attend.  I'm happy to assist although not altogether comfortable with it!  One particular reason for this being that the agency the job has been advertised with let slip that the vacancy has been listed for £2k more than I am currently paid! To say I am not happy is an understatement!

It will take all my professionalism and resolve to get through next week!

[gee4]

These things happen but unfortunately recruitment agencies have no common sense when it comes to the finer details.  You should not have been privvy to such information but I understand how you must feel.

As regards your boss getting on with other assistants, well, he's going to have to get on with whoever is hired.  What an unprofessional attitude towards others in your workplace.

We share workload here eg. if I am on leave my boss can go to any of the other secretaries to book his travel etc and vice versa.  Sound like your boss has been spoilt over the years.