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| Q. Six months ago, I landed my dream job in the City. The conditions, pay and benefits are top-notch, and I've been really happy. But there's a problem, with one of the lawyers I work for. He operates inside a bubble, and studiously avoids any action that would take him outside of it or allow anyone in. I knew something was wrong when he instructed me to avoid doing a routine task that is in my job description but would have made his work more 'visible'. I saw no good reason to get into trouble for not doing my job, so quietly ignored him and carried on. Recently, he's been trying to get me involved in an important admin task that's solely the lawyers' responsibility, and in a pretty sly manner - not through open discussion, but setting me up to always have the ball in my court when he's chased up or if things go wrong. This puts me in a difficult position: I feel I have no choice but to keep vigilant, cover my back and wash my hands. Sadly this isn't an atmosphere in which trust, loyalty or mutual respect can develop. My old boss and I had an excellent working relationship with all those qualities, I think because he delegated plenty responsibility and did it fairly, gave feedback constructively, and never forgot we were a team. My current boss delegates nothing except the most menial tasks (e.g photocopying), gives no feedback whatsoever on the little work that he does produce for me, discourages me from being pro-active, patronises me, and clearly wouldn't scruple to land me in trouble if it suited him. I feel insulted and angry, but I don't plan to walk out on an otherwise great job because of this spineless wonder, what hope is there for our working relationship and how do I approach this one to make the best of it? Sally, Team Secretary |
| A. Hello Sally, Working with someone who operates in their own little bubble is frustrating and difficult but when it affects your work, it becomes more serious.
The next time you’re asked to avoid a certain task, quietly point out why you need to do it, how it affects the office and even perhaps his boss. Make sure there is always a ‘paper trail’; when he gives you a task, write it down, noting your own actions and any necessary follow-up. This will ensure you do everything you’re asked and don’t forget any crucial points. You need to discuss the situation with someone in your firm, making sure they understand your position. Do you have a line manager or an office manager you can talk to? In the meantime, keep focussed on your work, your team and your colleagues and refuse to let one person spoil your dream job. |
| Q. I have been working in admin for 10 years now most of that time I've been temping but in the last 2/3 years (working as a Legal Sec) have had permanent jobs but working for awful bosses who've treated me really badly. The problem I have is I want a better job but my CV looks awful due to the temping/short term contracts. Is there any way of changing that? Not by lying but I cant get out of this rut and only seem to be able to get jobs working for horrible bosses.
Heather, Legal Secretary |
| A. Dear Heather, It’s time to take a good look at your CV and how it reflects your career to date. Listing every job in chronological order is fine if you have a solid work background with two or three employers but a long period of temping can detract from your skills and experience. Keep the emphasis on your legal secretarial roles, showing how your temp assignments/short term contracts have given you a good grounding in this field. Talk to a specialist recruitment agency about your job search and get their advice on how to make the most of your CV. |
| Q. I am currently a Secretary in a blue chip football company, and am working within the CEO's office. I am only 22 and started as the Office Junior at 17 and by 18 was moved in the CEO's as Admin Assistant /Secretary. My problem is i really want to be an PA/EA (like my boss) & have just finished studying towards the Higher Diploma in Admin Procedures (HDAP), i love my job and get on with everyone and make people laugh, but still feel that people look at me as the Office Junior. When I make silly mistakes people protect me and call me "blonde-y" but when I do make mistakes and "words are said" I get myself a bit down and feel totally worthless, wonder why they haven't asked me already and why i haven't reached my dream job yet. I sometimes amaze myself how efficient I can be but other days I just pull face's at myself for being thick - do you think that is lack of experience or am i really not cut out for this role? Do i put too much pressure on myself to be the perfect PA? And how do i stop making silly mistakes and lose the "blonde" label? (p.s. I am not even blond!)
Libby, Secretary |
| A. Dear Libby, You obviously love your job and your ability to get along with everyone in the office is a huge plus. But is your talent for making people laugh taking the focus away from your work?
When you start out as the Office Junior, it can be difficult for others to see you in a different light once you’ve moved on, so you need to prove to your boss and colleagues that you’re ready to take on more challenges and more responsibility. Take your boss as an example. How does she (or he!) act at work? Most people have a different, more professional “work personality”. This doesn’t mean you have to stay silent and ignore everyone but just make sure that your work and the smooth running of the office are your priorities during the day. Don’t get annoyed or upset when you make mistakes. Take responsibility and put things right. Show colleagues that you don’t need protecting and can handle the situation professionally. Which brings us to the “blonde” label. Who calls you this? Is it a few of your colleagues or just one or two? As it isn’t particularly kind or constructive it would be a good idea to put a stop to it as soon as possible. Besides, it won’t go with your new professional image! Next time one of your colleagues calls you “blondey”, make light of it - but don’t let it go. Ask, casually, what they meant by the remark. Let them know that you mean business. You can get more tips on managing yourself at work from a great book called “Nice Girls Don’t Get the Corner Office” by Lois P. Frankel. It will boost your self-esteem and help you to take your career to the next level. Good luck! |
| Q. Why do all of the above letters have atrocious spelling and grammar? Surely this is an essential element of the PA role. IKS, PA |
| A. Hi IKS, I hope you aren’t referring to my grammar and spelling! Without sounding too old-fashioned, the answer is that it’s partly due to all this modern technology! Instant messaging, texting, emailing and social networking sites have had an enormous impact on how we communicate, especially informally. And many of the letters are from angry, upset and exasperated PAs, letting off steam as well as asking for advice. Good grammar is the last thing on their minds.
Having said all that, thank you for your comments and I do take your point. |
| Q. I have been in my current role for one year. The job is perfect in so many ways a great boss, great team, fantastic office, well-paid...BUT not enough work for me and rarely the type of work that I thrive on. I had a glowing appraisal from my boss in December and she recognised correctly what my strengths are, but nothing has changed. My colleagues are very busy but I can't assist because it requires specialised knowledge - knowledge I cannot acquire by just reading a book. I am reaching a point where I am leaving the office tired because I was bored the whole day. What is your advice? How do I make this situation more bearable?
C, Personal Assistant |
| A. Dear C, Being bored and underworked is incredibly demoralising and just gets more so the longer it continues. Seven months on from your appraisal is enough time for changes to have been made so now you need to take action. Apart from the lack of work, you sound positive about your job and that’s a good starting point.
First of all, try to work it out with your boss. Ask for a meeting, a “mini-appraisal” if you wish. Think about the work you would like to do, the stuff you thrive on. Let your boss know you are keen to become involved and contribute more to the work of the office. Agree a time frame for the situation to improve and arrange a follow up meeting. Hopefully things will get better. But if nothing changes, you have two choices: a sideways move within the company (if possible) or look for another job. Whatever happens, take control and try to work it out. But don’t let the situation continue. |
| Q. My office are asking me how I can contribute to the Millennium development goals through my profession. Please any suggestions? Sirnas, PA |
| A. Hello Sirnas, The Millennium Development Goals were set in 2000 at the UN Millennium Summit and the campaign has been steadily gathering momentum. With the recently launched ‘Business Call to Action’ programme many more industries are now taking part. Their websites are http://www.dfid.gov.uk and http://www.business-call-to-action.com.
At the moment, I am not aware of any initiatives involving the PA/Secretarial profession (although I’m happy to be proved wrong on this!) but maybe there is scope for your company to become involved. Do any of the goals relate directly to their line of business? What about you? Which areas are you passionate about? Maybe you could propose some form of company-wide participation. I would be interested to hear what you end up doing – please come back and let me know. |
| Q. Hi Paul, I am 23 female and just 2 year old in workplace and 1 year old in my job as a secretary to my boss and the team. My boss is quite pleased with my work and he often tells me that. However, I haven’t been able to be of much help/assistance/support to my boss in managing his work (and he has told me that as well :( )...the main area where i am lagging behind is managing his inbox. I just don’t know what a secretary is required to do with her/his boss' inbox. I end up only reading his inbox mails and that’s it. His gets around 50 emails per day which easily use up all the mailbox limit. That’s another concern he has...clearing out his inbox of all the unnecessary mails. I must say that most of his emails are for his reference only, while some for actions, and some newsletters outside business. Can you help me with this please. I really would like to know what is it that i should be doing...replying to people directly from his inbox? deleting the reference mails? adding folders? Where do i draw the line? what are the restrictions for me as a secretary when it comes to using my boss' inbox? Plus all this when his inbox will be used by two persons - ME and HIM. Same is my concern regarding his meeting requests. He wants me to manage his meetings and calendar (we use outlook)..What does he mean by this? Does he want me to accept/decline meeting requests on his behalf ? Please help. This is urgent and extremely important. Thank you in advance!
Salwa, Secretary |
| A. Dear Salwa, As a first step, talk to your boss about which aspects of his job require the most assistance and work out a strategy for providing this. Spend ten minutes each morning discussing the work to be done that day, agreeing a “plan of action”. You’ll get a clearer picture of his workload, letting you see exactly how you can help and you’ll feel more involved and part of the team. Once he sees you are showing initiative, it may open up opportunities for him to delegate more work to you.
Managing his emails is not as scary as it appears. 50+ emails a day is manageable once you have the systems in place. You need to agree which emails he wants to deal with himself and how to manage the rest. To prevent emails clogging up the mailbox, save them onto the computer (F12, select “outlook message format” and save into the appropriate folder). Take a look at http://office.microsoft.com/en-us/outlook/HA011332211033.aspx for more tips. Dealing with his diary via the Calendar is also fairly straightforward and you can even set up a protocol to accept/decline meeting requests automatically. The above website is a mine of information to help you become an Outlook expert overnight - and you’ll have plenty of ideas to take to your boss. |
| Q. I'm looking to upskill and am finding it difficult to find a course in London, would you be able to help? Seema, PA |
| A. Hi Seema, There are many, many training courses out there but it can be hard to find a good one in your area that suits your needs and your budget. There are a number of ways: You could search DeskDemon’s TrainingDesk Section; ask for recommendations in DeskDemon’s forum boards or search for “PA Training London” on Google although this is likely to produce millions of results. Narrow it down by deciding on the particular skills you wish to update. Once you have a short list, do some research – if you find a course that’s being taught by former PA, you’re onto a winner. Now that I think of it, I’m a former PA running a training company in London … |
| Q. I have worked with my boss for the past 3 years and he has just given me the news that he is changing his role within the company and can't take me with him (there is already a PA in place). We have a very close working relationship and I'm trying to remain professional about this but can't help but feel an emotional wreck. My new boss seems a really nice guy and is really excited about his move but I feel totally out of practice to start from scratch. Any advise? Lynda, PA |
| A. Dear Lynda, It’s understandable that you’re feeling like this. Few relationships are closer than a PA and boss working well together. But look at it another way - this is an exciting opportunity for you. Some bosses might resent the effort in having to get to know a new PA but from what you say, this doesn’t seem to be the case with your new boss. If he has just been promoted, or is new to the company (or the type of role) he will welcome an experienced PA to help him settle in and find his feet. He may be only too happy to delegate more interesting and challenging work to you.
Working for a new boss creates a new dynamic - and you’re ideally placed to take full advantage of that. |
| Q. Hello! I have 33 years secretarial experience and am now an Executive Assistant. I used to love spending a short time with the boss, going through mail, receiving instructions to work through during the day, taking minutes etc. The job now seems to have changed though - or is it me?! The bosses now work through their own e-mails, responding to them directly, and the EA's role seems to have evolved into simply that of a meeting organiser. I do value the assistance electronic mail etc has provided, but the job doesn't seem to be as challenging as it was, and any school leaver can make appointments. What do you think? Denise, Executive Assistant |
| A. Hi Denise, It’s not just you! Technology has not only revolutionised the work of the PA/EA but it has also changed the way their bosses work, too. But it’s natural that your role in the company should evolve over time. Use your wealth of experience to take advantage of the situation. Talk to your boss about the way your job is changing; discuss getting involved in special projects or assisting other bosses where appropriate. If, after looking at all your options, you feel you’ve outgrown the role, you may want to think about a new job. Is there the potential for a sideways step with your current employer, perhaps into recruitment or training? Or you may decide it’s time to move on to a new company and start afresh. With 33 years’ experience, you have so much to offer potential employers. |
| Q. Dear Paul, I read with interest the question from Sandra, PA doing two separate jobs as one and your advice. I am in a similar situation, however, whereas I was in one job, supporting an Executive Director and then, although another job becoming redundant, it is actually given to me to do as well. In addition the redundant job had extra duties added to it as well, which I also am expected to take on. The redundant job is Departmental PA and supports 5 Senior Managers and a Team of 15 and is a busy role. The work is easy enough to do but it is the sheer volume of work I am expected to do now on top of my existing, busy role as Director’s PA. Unlike Sandra, I am not expected to stay overtime. Of course, efficiencies go, to try and get everything done in my remit, and I feel overworked and undervalued. I love my job but not the extra volume, which is unmanageable. What advice can you give me? Katie, Director’s PA |
| A. Dear Katie, I really do sympathise with you. These days, most PAs I meet feel obliged to do that extra bit, work that little bit longer. The sad fact is that many PAs try to please their employers too much.
It is possible that you could keep on top of all your work by arriving early, working through lunch and staying late every day - for the rest of your career, if necessary! Fine for a couple of months but your health would soon start to suffer. On the other hand, you could work to rule, do nothing that isn’t set out in your job description and be very difficult. You need to work out a reasonable compromise. No matter how busy you are, some activities in your company are more important than others and these are the ones to focus on. Think about how your time would be best spent and approach your line manager with your ideas. Between you, it shouldn’t be too difficult to work out a solution and you can start enjoying your job again. And achieve that elusive work/life balance. |
| Q. Help! I’m in a vicious circle. I am an experienced Senior Administrator/PA.
I learned my trade the old-fashioned way by being thrown in at the deep end by
temp agencies. I developed excellent IT skills, as well as a resourceful approach,
and as a PA, If I’m given an impossible challenge I have a “ so bring
it!” attitude. That’s my problem. While I look for full time employment, I endure temporary assignments which wouldn’t mentally tax a tired sloth and become bored and demoralised. I then accept the first permanent job that’s offered. I get stuck into the role displaying a strong and disciplined work attitude, but the job rarely lives up to the advertisement/interview and I don’t get a chance to utilise my skills, I get bored and leave. I then decide to go temping!!!!!!. Get the picture? Hilary, Temp |
| A.Hi Hilary, First of all, you’re not alone in this vicious circle and
it’s easier to break out of than you might imagine. Being thrown in at the deep end is the way many of us have learnt our trade. Most of the PAs I have trained did their apprenticeship the “old-fashioned way”. It makes for resourceful, unflappable, pro-active PAs. No wonder, then, that you’re bored with some of your less-than-taxing temp assignments. And, when you start to feel unhappy and demoralised, it can be all too easy to think that the grass is always greener on the permanent side. You need to decide what you want from your ideal PA role and from your employer. Set specific goals and stick with them. Talk to your agency, ask for their advice and be honest (and assertive) about the kind of work you want. Make your job search a priority and in the meantime, don’t get demoralised with your temp roles - you’re only there for a short time. When you do go for an interview, remember it’s a two-way process. You’re trying to find out as much about them as they are about you! Ask lots of questions. And then ask some more. Despite what the doom mongers are telling us about the credit crunch, the secretarial job market is in excellent shape. There will always be vacancies for capable, competent PAs, especially ones that relish a challenge! I only wish my company had a vacancy! One last point, and this is a genetic thing: some women (and Personal Assistants in particular because of the nature of their work), tend to accept less than their worth. Take heart, it doesn’t mean things always have to be that way. |
| Q. I've been temping in a role for 3 months at a major bank. I was pretty much
told that I'd got the permanent role and I worked flat out for them - organising
a national conference and streamlining the boss's diary. I've now been told
that they've recruited a candidate with more experience. Any tips for handling
my disappointment and demoralisation? Jo, Executive PA |
| A. Dear Jo, This is tough. Three months is enough time to get to grips with a job
and you obviously loved this one or you wouldn’t have worked so hard for
them. But did you perhaps give too much, show too much loyalty? Did they take you for granted? When the work is interesting and challenging, it’s easy to get emotionally involved but that’s precisely what you cannot do in a temp role. Temping means you may not stay on (their decision or yours) and until that Contract of Employment is signed, you’re still a temp. As I said in my advice to Hilary, focus on the future and about what you want -and need - from a PA role. Talk to your agency about permanent jobs and be clear about what you expect. Disappointment and demoralisation are difficult to deal with but on this occasion it’s not your loss, it’s definitely theirs. Just keep thinking about that line in “The Godfather”: nothing personal, you understand. It’s just business. In any case, this bank turned away a PA who had worked hard for them when they needed it. They indicated the job was as good as yours – and then changed their mind. Would you really want work for a company who could do that? Here’s another line worth remembering: it’s not how you fall down, it’s how you get back up that counts. |
| Q. I am currently working as an Administrative Secretary in this organisation.
I have spent a year here and would like to continue with my studies in a field
I can specialise. I perform a variety of functions in logistics, procurement
and Human Resources. I currently hold a Bachelors degree and am hoping to do
a masters or postgradute Diploma however am finding difficulty in choosing a
course to do/Careeer path. What courses do you think would be ideal for me.
Kindly advise me Uncle. M, Administrative Secretary |
| A. Hi M, Deciding on a specialist subject is not easy. You have to try to see
into the future, say 5, 10, 15 years’ time, when you have travelled a
good way along your chosen career path. My advice is to choose a course/career that you are interested in. This may sound obvious but you’ll stand a better chance of sticking to (and succeeding in) your postgraduate course, your career, and your specialist field if you choose a subject you’re passionate about. Think about your Bachelors Degree: what aspect appealed to you most? What about your current job? What do you find enjoyable or challenging? It’s all about you. If you focus on your interests and your strengths, you’ll make the right choice. I’m sure that’s what any Uncle would advise! |
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