SecsintheCity

Being a PA is being a Gatekeeper

By Marion Lowrence

Marion Lowrence is an award winning PA winning both ‘Yorkshire PA of the Year’ and runner up ‘PA of the Year’ for Executive PA Magazine in 2011. Marion spent 27 years in various administration and management roles - including the Civil Service and the NHS - before taking on her current role as a senior PA in the higher education sector in Yorkshire. She is PA to the CEO and oversees the smooth running of the company. Marion has presented to various groups of PAs and she loves to network both in person and through social media. She has recently set up a network for the senior PAs in Yorkshire’s universities and continues to promote the profession.   

 

Being a gatekeeper

As a PA you need understand the needs of your boss and know what's important for your organisation to be an effective gatekeeper. You need to have a good overview of the company you work for and know how your boss fits into the framework. This will help when you get calls from unknown sources who are just trying to get past you so they can talk directly to your boss.  All calls to my boss come through to me first.  I know who he will talk to without question such as chairs of the various boards or close colleagues. 

I also know when to ask for further information from someone who he may not need to talk to as I can sort the query out. Some people think because they have spoken to him once at a dinner or an event that they have the right to talk to him without having to say why.  I will not put a call through without knowing the full details and the caller’s intentions as usually it is not my boss they need to speak to.  More often than not it is one of the other managers they need to talk to or I can sort the query out myself without disturbing him. If I'm not sure, I take the details of the caller, find out from the boss if he does want to talk to them and then ring them back.  If someone insists on talking to the boss and will not tell me who they are it is simple, they don’t get through.  If someone is rude to me I have found that they are just trying to intimidate me so they can talk to my boss directly, usually to sell him something. 

 

Companies often ring cold calling and there are many signs to recognise these but I find the most obvious ones are:

• No knowledge of what our company does.
• Getting the name of my boss wrong
• Saying they met at an event but cannot give you the name of the event or when it was.
• Getting agitated at my questions.
• Refusing to send the information to me for consideration by email and continuing to insist on speaking to him.

 

You need to be alert and one step ahead at all times. Remember, if they knew your boss that well they would be able to ring him directly on his mobile (which my boss personally gives out to them at his own discretion). I never give my boss’s mobile without knowing it is ok to do so and I take messages for him or say I will ring them back.

Saying all that do remember some calls will be relevant and are important so do not discard a call on a hunch. Be sure that you have got all the information. You are the face of the company and need to be polite and stay calm. The person on the other end of the phone may be an important caller so use your common sense and discretion.

 

To summarise:

• Have a good knowledge of the company.
• Know your boss’s contacts; who he will speak to and who you need to question more.
• Listen carefully.
• Be assertive but polite and courteous.
• Ask questions and get information that may be useful to your boss in case you need to give a brief about the call.
• Enjoy talking to the different people who call the company and treat everyone with respect.
• Remember you are often the first person someone speaks to and you represent the face of your company.

 

Do you find being a gatekeeper challenging? Did you find this post helpful? Got a gatekeeping experience to share or a question for Marion? Feel free to leave your questions and comments below. 

 

To find a new PA opportunity, search and apply for your ideal role on SecsintheCity.

And...don't forget to Enter. Closing date: 24th August 2012.

 Click here to enter 

 

The Secret PA: Day 529

The BIG suprise 

Have you ever been to the Maldives? I haven’t but guess what? I’m going! I know, I was so not expecting that from Banker Guy but I am swooning right now. So now I’m on holiday for 2 weeks instead of 1. Am I excited? Nervous? Over the moon? *blush* ;) I guess a bit of all those. OMG! I can’t believe this is actually happening to me. 

Just when I had got to the point where I had started to wonder why everyone’s life tends to seem so much more rose tinted and uber perfect than mine – alright, just a little….there’s a margin for exaggeration on Facebook since everyone embellishes their life on there...my luck seems to have changed. Just like that. 2 weeks of beach bliss. I really couldn’t have wished for more. 

Away from the chaos of the Olympics. That said I did have a ride on Emirates’ Olympics cable car with Banker Guy which was pretty cool. He has actually got tickets to some of the Games but for the week where I’ll be with my Girlfriends in Mykonos – not that I mind hugely though, I’m not too fussed about sport.

What I am feeling kind of deflated about is not being able to go to the Madonna concert tomorrow. We have a client’s launch party – and we’ve just closed a massive contract with them so it’s not optional.

 

Anyway, I’ve got to go finish off next month’s budget before lunch but if I don’t find any blog time before I go away I promise I will at least send post card from my ipad on a sun lounger ;)

 

Hope it’s not too mad here for you during the Olympics.

 

Toodles my lovelies x

 

#leavingonajetplane

 

Post card soon x ;) 

 

 

 Follow me on Twitter!

@TheSecretPA
#secretpa

Find me on Facebook! 

The Secret PA 

 

***************

 

To find a new PA opportunity, search and apply for your ideal role on SecsintheCity.

And...don't forget to Enter. Closing date: 24th August 2012.

 Click here to enter 

 

Every 5% makes you an even better PA - Here's why

By Ruth Grosvenor 

Ruth Grosvenor has been PA to the Director of Housing at Bromford Group for over 6 years. Her role entails looking after a busy Director’s diary, workload, and life! Before working for a Housing Association, Ruth worked for a large hotel chain, undertaking a similar role. 

I recently attended our PA Academy and took on the challenge to be 5% better at everything…. and have since begun to see a difference in the work that I do. To start with, I found it a little difficult to actually determine the difference between ‘doing my job’ and then making myself 5% better at ‘doing my job.’ Now that I have been working this way for a few weeks, giving that little bit extra comes much more naturally in all that I do. 5% more, is now the norm….

As all PA’s know, no two days are ever the same and there are always a number of different tasks to undertake on a daily basis. I recently returned from a week’s annual leave and decided to check my emails on Tuesday evening because I was going to be back in the office from the following day and I always like to see what I have missed and give myself an idea of what I am going back to.

I found a flurry of emails from my manager who was due to be in Birmingham for a meeting on Wednesday morning. After reading through my emails from her, I proceeded to text her to let her know I would work from our Birmingham office (instead of my usual base) to enable us to catch up. I could tell from the emails there was loads going on for her and thought it would be useful for us to be in the same place at the same time, to chat through anything she needed to. I also anticipated that the meeting she had in the morning would be quite ‘heavy’, so I went to the local coffee shop and got a latte for her before she arrived at the Birmingham office.

When she returned from her meeting, there was a coffee waiting for her and we were able to chat through what had been happening over the last week, the emails she had sent me and what was going on with her both at work and in her personal life. Just doing something simple like changing where I was working so I could be with my boss – that extra 5% - made my job easier, as it meant I knew what was going on with her and it made her feel as ease because she then knew I was aware of everything that was going on, what her priorities were and how I could help make things happen for her.

I quite often change what I am doing to be flexible in supporting my boss and that 5% extra makes all the difference, and sometimes without actually taking the time to think about how you could give 5% extra you can actually give it by making very simple changes but these changes could just as easily be missed even though they could be making you an even better PA.

Remember, you can be 5% better by doing that 5% extra so don’t stop at being 100% when you could be 105%. 

 

To find a new PA opportunity, search and apply for your ideal role on SecsintheCity.

And...don't forget to Enter. Closing date: 24th August 2012.

 Click here to enter 

 

The Secret PA : Day 524

Oh no! and then...OMG! Now that’s a surprise *swoon*

Ok, so it turns out that the Viva Forever shows open in November but it’s probably a good thing because I had a lot of impromptu engagements slip in to my diary thanks to family and friends passing through London, birthdays, networking events and the avoidance of a law suit by a client. 

Plus with less than two weeks to go for Scarlet’s holiday (and mine – I almost forgot about it!) there’s a lot of loose ends to tie up, including approve outstanding invoices for venue hire, lights and catering for our September event, bikini shopping, dinner with Banker Guy, take Scarlet’s dog to the salon, get a haircut and highlights, and the whole pre holiday pamper routine etc.

After last week though, perhaps a pamper routine won’t be enough – I might really need a full on spa day! First my laptop decides that it’s going to run at snail’s pace, then my phone line decides that it’s going to push the boundaries of my hearing range – and those trying to actually have a conversation with me and then Scarlet’s dog decides that her iphone is a fun toy to play with.

Just when I thought that I my holiday couldn’t come soon enough and that 1 week with the girls was not long enough the very-out-of-the-blue, or rather out-of-the-rain surprise happened. Any guesses?

I’ll give you a bit of guessing time and finish this later, just running off to collect Pepper’s dry cleaning and then stop by the printers.

 

Got to dash, more soon x 

 

 

 Follow me on Twitter!

@TheSecretPA
#secretpa

Find me on Facebook! 

The Secret PA 

 

********** 

To find a new PA opportunity, search and apply for your ideal role on SecsintheCity.

And...don't forget to Enter. Closing date: 24th August 2012.

 Click here to enter 

 

 

Tips for aspiring PAs, by Emma Lambden

By Emma Lambden

Emma Lambden, is 'Executive PA magazine - PA of the Year' runner up with over 10 years experience as a PA. She currently works at the University of Reading.

Are you currently working as a secretary or admin assistant and thinking of becoming a career PA?  Do you have a good idea of what a PA does but aren’t sure how to choose the right role for you?  Below is my list of the top five things to think about when considering moving into a PA role.

 

Why do you want to be a PA and what do you want to get out of the role?

Think about your reasons for becoming a PA.  Do you want to work with the most senior people in an organisation and be at the heart of decision making?  Do you want to support someone who works in a particular area for example do you like Finance and want to work for a Finance Director.  Are you looking for a very traditional PA role encompassing personal support as well as business support or do you want to work very much on the business side.  Thinking about these things will help you decide whether or not you will enjoy a job.

 

What PA skills do you already have and what other skills do you have that may be transferrable?

You will no doubt have learned some of the skills required to be a PA from your administrative work experience, for example you may have good skills in communicating with senior staff, or of preparing presentations and reports.  However, if you are not already working as a PA there are likely to be many aspects of the role that you will not yet have had experience of.  For example, you may not have had experience of building a 1-1 relationship with an Executive, or of managing a complex diary.  In these cases, try to think of the skills you have learned from the duties you currently perform and see which will be transferrable.  For example, you may not have had to arrange a complex travel itinerary for an executive, but you may have had experience of arranging a large scale event which has taught you the skills needed to make the best use of someone’s time.

 

If you want to progress internally, try to think about how your current role fits with the aims of the organisation.

Being a PA requires a good understanding of how your organisation works and its strategic aims.   If you want to progress into a PA role in the organisation you are currently working, try to think about how your current role fits with the aims of the department and organisation you are in, how the work you and your team do support the organisation’s mission and get a holistic view of the organisation.  For example, if your organisation is looking at changing behaviours and trying to stop people smoking, how does you role fit with this.  You may feel as though you just support others working to this mission, but everything you do has an impact.  You may be responsible for sending out information packs – if these packs are incorrect, their effect will be minimised.

 

Get connected

Speak to other PAs, in person at events or through social networking such as Twitter.  I find that I learn the best from sharing best practice and also things that didn’t quite work.  Pick up tips and learn how other PAs do their jobs, then think about how you can transfer these ideas into your own organisation.

 

Sell yourself

Make sure you not only let a prospective employer know the skills and experiences you have, but also the impact you will have as a PA.  This ties in to knowing the strategic aims of the organisation – how can you support the executive in the best way to allow him to work on these strategic areas.  Have you got experience in Marketing that you could use to take away some of the more operational aspects of the role of a Director?  Do you have systems you could use for monitoring targets?  Are you good at building relationships with potential customers?  What puts you a cut above other PAs?  

 

To find a new PA opportunity, search and apply for your ideal role on SecsintheCity.

And...don't forget to Enter. Closing date: 24th August 2012.

 Click here to enter 

Enter PA of the Year to Win a 2 night stay at Elite Hotels

Enter SecsintheCity PA of the Year Awards for your chance to win a fabulous two night stay for two people, inclusive of dinner and English Breakfast. 

The winner of PA of the Year can look forward to a relaxing stay at one of four stunning Elite hotels including Ashdown Park, The Grand Hotel - Eastbourne in East Sussex, Tylney Hall in Hampshire and Luton Hoo in Bedfordshire. 

 

Each hotel offers guests exquisitely appointed bedrooms and suites, excellent spa facilities and sumptuous cuisine in award winning restaurants.

Read more about Elite Hotels here

 

In addition to this the winner of PA of the Year will receive a Michelin Star Dining Voucher, for a dinner for two at one of over 27 locations across the UK, courtesy of BuyaGift Corporate.

We’ve also got great prizes for the winners of the below categories:            

• Legal PA of the Year – Dinner for two at The Ice Bar Restaurant and Ice Bar Experience. Read more here

                           

 

• Team PA of the Year – Dinner for two at The Cadogan Hotel Restaurant

                                       

 

• Social Networking PA of the Year – Dinner for two at Malmaison London Brasserie

                                     

 

Other sponsors include:

            

                                                      

 

 

Submit your nomination today 

 

 

Win a 2 night stay at Elite Hotels - Enter SecsintheCity PA of the Year

"We are very pleased to be involved with SecsintheCity PA of the Year Awards as the facilities we offer at all the hotels is a perfect match for the requirements of today’s busy PAs in a business capacity, with the Meeting facilities, grounds for team building events, and proximity to London and international airports. But also on a personal level, our Spas, luxurious bedrooms, acres of grounds to explore and sumptuous lounges come with a level of service that, gives that little bit of pampering and recognition that you deserve…! Welcome to Elite Hotels"

- Elite Hotels

Elite Hotels present four stunning hotels of distinction in the South East of England with Ashdown Park, The Grand Hotel - Eastbourne in East Sussex, Tylney Hall in Hampshire and Luton Hoo in Bedfordshire. 

Members of Small Luxury Hotels of the World, Elite Hotels offer impressive conference facilities boasting superbly equipped conference rooms (accommodating up to 390 delegates) ranging from intimate galleries to a respectfully converted 18^th century chapel.  

Each hotel offers guests exquisitely appointed bedrooms and suites, excellent spa facilities and sumptuous cuisine in award winning restaurants. 

Ideal for the business traveller and conference delegate alike, all have superb links to London and the M25 and are perfectly situated for international airports and international gateways. 

A relaxing stay at one of four stunning Elite hotels including Ashdown Park and The Grand Hotel, Eastbourne in East Sussex, Tylney Hall in Hampshire and Luton Hoo in Bedfordshire......that's what you could be enjoying this year if you WIN SecsintheCity PA of the Year

Enter here

The winner will be entitled to a 2 (two) night break at any Elite Hotel; Ashdown Park Hotel, Luton Hoo Hotel, Golf & Spa, Tylney Hall Hotel or The Grand Hotel, Eastbourne for two people sharing a Deluxe twin or double room.

As our guest you will also receive:

• Complimentary membership to the leisure & Spa facilities for the duration of their stay.
• Morning Newspaper
• Three course Table D’hote Dinner each evening.
• Full English Breakfast each morning

Subject to hotel availability and allocation

 

Testimonials

Ashdown Park Hotel

Eric Robinson Solicitors

'It was by far the best place we have stayed - absolute bliss. The standard of service as excellent - there was always someone looking after us, even into the small hours and  that is not something we have experienced before, and everyone, without exception, was helpful and friendly but not intrusive. The surroundings were lovely too. Just wish we could have stayed longer!'

 

The Grand Hotel

Yamaha Motor (UK) Ltd

'I just wanted to write and thank you - and all your colleagues involved, for the  fantastic arrangements last Saturday, it has been an absolute joy to work with the Grand. I am sure we will be back as a company very soon, I expect some of our guests will make private return visits too...'

 

Tylney Hall in Hampshire

Exclusive Networks

Having been married at Tylney Hall in 2009, spending each Mother’s Day and wife’s birthday in your 'care', I am accustom to the delights on offer from a personal point of view. This was my first experience using Tylney Hall for a corporate function. I had nothing to fear. Everything at Tylney Hall was fantastic and delivered to the usual high standard coupled with the superb personal service from the entire team.

 

Luton Hoo Hotel, Golf & Spa

Physio Control Kick Off Meeting

From the initial enquiry through to the 3 day event itself, everything was absolutely  fantastic. I really can't tell you how many compliments we had about your venue and your staff, I didn't hear a bad word about anybody or anything! 

‘Raising your Game through Performance’ - PA Masterclass

CORPORATE DIAMOND PA MASTERCLASS II

‘Raising your Game through Performance’

Date: 16 August 2012

 

The Corporate Diamond PA Masterclass Series is designed exclusively for the role of Personal Assistants and Executive Assistants. This PA Masterclass II ‘Raising your Game through Performance’ is for Executive Assistants & Personal Assistants with a minimum of 5 years experience who work for a Team Manager or Director and who wish to increase their management skills and business knowledge and personally evolve within their role.  

Aim of the Masterclass: 

This interactive workshop will develop skills and confidence in your ability and the focus will be on how to support your Manager more effectively.  The session will also offer you the opportunity to share knowledge and best practice with Executive & Personal Assistants from other organisations. 

Objectives: 

• Increase your understanding of Leadership and Management challenges and how you can support your Manager and the Team more effectively
• Develop your skills in Managing Upwards and how to overcome difficulties and challenges with different personality types
• In groups complete a Board Level Case Study and implement effective Project Management skills
• Undertake a Self Assessment of your Strengths and how to apply them within the workplace
• Expand your Communication and Listening skills with an introduction to Coaching skills and Mentoring techniques
• Want to make a great First Impression? Gain deeper understanding of your Personal Brand and how you come across in the workplace

 

Session: 

This Masterclass will increase your understanding of the role of Leadership & Management and how you can identify and develop your skills to best support your Manager and the team. You will discover different personality types and how to respond appropriately and also complete a Board Level Case Study.  The case study will offer you the opportunity to Project Manage and will incorporate team working skills. The day will also expand your Communication and Listening skills and you will gain deeper understanding of the importance of First Impressions and your Personal Brand and how you come across in the workplace through 360° feedback.  

 

Learning Outcomes: 

• Confidence to handle and resolve workplace issues
• Understanding of key managerial skills and how to apply them to support your Manager
• Refinement of your communication and listening skills
• Development of project management skills and team working
• A greater understanding of your personal strengths and the impact of your personal brand, with strategies to maximise the positive

 

Your Trainer: 

Rosemary Parr, former Executive Assistant to BT’s Chairman and now a CIPD qualified L&D Practitioner, motivational coach and public speaker. Rosemary has trained and worked with Executive & Personal Assistants in the UK, Ireland, Spain, Australia, Jakarta, Manila, Bangkok, Mauritius, Dubai, Shanghai, Hong Kong and Saudi Arabia.  She is passionate about the importance of training and development and the effect it can have on motivation and productivity in the workplace.

 

Price: Non-member price is £450.

Global PA Network Platinum & Silver member price is £395. 

Platinum & Silver Members will receive CPD points (continuing professional development) which can be added to your performance appraisal. You will also receive a Certificate of Attendance. 

Discount applies for 2 or more delegates, public sector and for not for profit organisations.

 

Payment Terms:    

Payment to be made prior to the date of Masterclass.

Invoice, BACS or via www.globalpanetwork.com

Please note Terms & Conditions of booking apply.

                                   

Contact:      

Email: enquiries@globalpanetwork.com or call 0845 257 4804/07764 355624

 

Benefits for your Manager:

• Results in improved performance of the learner
• Training & Development of employees leads to increased productivity and motivation
• Feedback from the training assists in measuring effectiveness within the role for performance appraisals
• Learner will develop additional knowledge and skills
• Increases their ability to take on additional responsibility

 

Benefits for Delegates:

• Knowledge sharing with peers
• Opportunity to be engaged and inspired
• Increased confidence to bring in new working practices
• Learn new skills, tools and techniques
• Increase motivation and enthusiasm for your role
• Personal Development will encourage your career progression

 

Testimonials: 

‘I attended the Communications Workshop in London and came away from it feeling refreshed, more confident and motivated in my work. I am smiling more, have changed my answer phone message to sound more professional, and have more pride in my work. Both Rosemary and Sue were excellent trainers and really took their time to speak to everybody on the course to offer individual advice.’ Holly Harris - Executive Assistant to David Wilde - Chief Information Officer Westminster City Council

 

"The day was productive for me particularly with regard to listening skills and personal branding. The venue was conducive, it was good to network and at no time did I feel as though the trainers were going to make me nod off! Heather Whitmore MIPA, PA to the Chief Executive - Action on Addiction

 

 “It was an impressive training session which hit upon some important aspects of behaviours in the office. We were introduced to a number of tips which could significantly raise the PA’s profile.” Annie Mundy - Institute for War & Peace Reporting

 

I thoroughly enjoyed the ‘Raising Your Game Through Performance’ Masterclass, the day was very useful and informative and the venue was excellent. Rosemary and Sue were outstanding in their delivery of the material and you could see their passion about what they were doing. It was great being amongst other PA’s for a day and working as a team to solve a management case study utilising the skills we had learned during the day. Many thanks for such a worthwhile day! Anita, Capgemini UK PLC

 

 Thank you for the Personal Branding Tips and for a very good day all round. We were lucky to have a small group I know and it all worked so well together. Very inspiring! Eileen, PA to Chairman and London Office Manager, Nuclear Decommissioning Authority (NDA) 

 

Companies we work with:

BT; BP; Ernst & Young; NHS; Watson Wyatt; Nortel; Cisco; Royal Bank of Scotland; PWC; Halifax Bank; The Kiln Group; City & Islington College; Health Commission; Southampton University Hospital; Astra Zeneca; Pfizer; Lonmin; Imperial College; O2; National Savings & Investment; Allen & Overy; Accenture; Muller; BDO Stoy Hayward; Lloyds Bank; Allied Irish Bank; Invensys; Aquascutum; American Express; Brit Insurance; Ford; Bank of America; Barclays Capital; GE Commercial; Oracle; BNY Mellon Asset Management; Oxera; Deloitte and BP

 

To find a new PA opportunity,  click here 

Elite Hotels : Luton Hoo Hotel, Golf & Spa

Set within 1,065 acres of parklands, Luton Hoo is the quintessential English country house hotel.  Warren Weir, an exclusive use venue on the banks of the river Lea, combined with Mansion House and the Club House make this the ideal destination for small meetings to large conferences.

With 228 bedrooms and suites, award winning cuisine, luxury spa, 18-hole par 73 golf course, the hotel is within easy reach of Luton airport, London , M1/M25 and the gateway to Europe with London St.Pancras.

From the initial enquiry through to the 3 day event itself, everything was absolutely  fantastic. I really can't tell you how many compliments we had about your venue and your staff, I didn't hear a bad word about anybody or anything! 

- Physio Control Kick Off Meeting

 

Contact them today to make a booking:

The Mansion House, Luton, Bedfordshire, LU1 3TQ

Tel – 01582 734437

Fax – 01582 485438

e-mail – conference@lutonhoo.com 

Elite Hotels : The Grand Hotel

England’s only 5-star seaside hotel, The Grand in Eastbourne reflects the glories of Victorian architecture with 17 outstanding conference rooms, suiting small business meetings to large receptions alike. Delegates can relax at with award-winning cuisine, extensive wine lists and attentive staff. Leisure facilities include 152 bedrooms and suites, indoor and outdoor pools, whirlpool, saunas and spa treatment rooms.  

'I just wanted to write and thank you - and all your colleagues involved, for the  fantastic arrangements last Saturday, it has been an absolute joy to work with the Grand. I am sure we will be back as a company very soon, I expect some of our guests will make private return visits too...'

-Yamaha Motor (UK) Ltd

The Grand Hotel is close to London, the M23 and Gatwick airport.

Contact them today to make a booking:

King Edwards Parade, Eastbourne, East Sussex, BN21 4EQ

Tel – 01323 412345

Fax – 01323 412233

e-mail – sales@grandeastbourne.com 

Elite Hotels : Tylney Hall Hotel

Set in 66 acres of rolling Hampshire countryside, Tylney Hall has excellent facilities for large conferences and small meetings alike.

With elegant lounges, gourmet dining restaurant, 112 exquisite bedrooms and breathtaking views, Tylney offers the perfect venue for conferences, meetings and team building events.

The luxurious health spa (with gymnasium, spa treatment rooms, indoor and outdoor pools) provides the ideal place to unwind. The hotel is close to London, the M25 and Heathrow airport.

Having been married at Tylney Hall in 2009, spending each Mother’s Day and wife’s birthday in your 'care', I am accustom to the delights on offer from a personal point of view. This was my first experience using Tylney Hall for a corporate function. I had nothing to fear. Everything at Tylney Hall was fantastic and delivered to the usual high standard coupled with the superb personal service from the entire team.

- Exclusive Networks

 

Contact them today if you'd like to make a booking:

Rotherwick, Hook, Hampshire, RG27 9AZ

Tel – 01256 764881

Fax – 01256 768141

e-mail – conference@tylneyhall.com

Elite Hotels : Ashdown Park Hotel and Country Club

Ashdown Park Hotel and Country Club is set within 186 acres of beautiful Sussex parkland.  Boasting excellent conference and leisure facilities, it provides the perfect environment for small meetings, large receptions, conferences or product launches.   

The stunning 18^th century chapel with stained glass windows typifies the elegance of the building, along with 106 sumptuous bedrooms and suites, gourmet restaurant and Country Club. The hotel is within easy access of London, the M25 and Gatwick airport.

'It was by far the best place we have stayed - absolute bliss. The standard of service as excellent - there was always someone looking after us, even into the small hours and  that is not something we have experienced before, and everyone, without exception, was helpful and friendly but not intrusive. Thesurroundings were lovely too. Just wish we could have stayed longer!'

-Eric Robinson Solicitors

 Wych Cross, Nr Forest Row, East Sussex, RH18 5JR

Tel – 01342 824988

Fax – 01342 826206

e-mail – conference@ashdownpark.com

 

Would you like to stay here? :) 

Breaking in to the Medical PA World - Alicia Djukic shares her story

By Alicia Djukic

Alicia Djukic, is a Medical PA with 10 year’s experience, she has worked both in the Private Sector and NHS which is where she is currently based.  

How I got started……

It certainly seems like a long time ago.

I've always been office based whether it is was working for a TV Rental Company or CEO of a Construction Company but I felt I had more to offer and needed something I could really sink my teeth into. Having always had an interest in the medical field I began to apply for Medical PA roles at hospitals in and around my local area, but I was not having much luck and I just could not work out why! It finally dawned on me that it was possibly because of the one skill I was lacking, audio typing. Unfortunately courses in this area were not readily available to say the least.

So my next step was to try and get my foot in the door by taking an Administrators post within a Cardiology Department in an NHS hospital. I did get the job and this really helped with my medical terminology, which was a big bonus.

After spending about twelve months in this role the hospital I was based at started to offer a work based training programme for wannabe Medical Secretaries / PA’s. It involved working alongside very experienced Senior Medical Secretaries for four to six months, and learning the job from scratch and flitting between specialties, which was tough at the beginning. We covered everything from basic administrative skills such as taking calls, faxing, dealing with post, booking appointments and the task in question: 'learning to audio type', which was a job in itself - listening, typing and the dreaded earphones but once you get used to them it’s like riding a bike.

Over a six month period, I worked in Cardiology, Rheumatology, General Medicine, Neurology, Urology, General Surgery and Gynaecology giving me the opportunity to gain different sets of knowledge in each area. Having worked very closely with the Consultant Urologist’s PA, she decided to take up another post whilst I was training with her so in a very easy manoeuvre I took over her post once my training finished and as they say the rest is history. 

 

Got a question for Alicia? Feel free to leave your comments and questions below

 

To find a new PA opportunity, visit click here or browse our selection of Medical PA opportunities here

The Secret PA: Day 520

Handover, holidays and VIVA forever

For the most part I find I tend to wish the clock would slow down but for some reason I was doing just the opposite this week. I think it’s because I’ve started counting the days to my holiday – and 1 whole week off work! Scarlet is going to the States to see her sister (and her cat. The cat that nearly cost me my job!). Pepper is away for about ten days during the Olympics – I can’t tell you where but let’s just say he’s got some *family matters* to sort out. With multiple ex wives, I don’t envy him.

Since we’re in the West End, working at home won’t be the rule but a few people who live East are going to be working from home, which is a good thing in a way. I don’t really like working from home and to be honest I couldn’t really do my job from home.

It'll be fairly quiet though because no big meetings are in the diary – because Scarlet is away. Turns out her sister is celebrating her 50^th and her niece, a successful lawyer, is being thrown a divorce shower by her friends. 

Her trip also includes a trip to Vegas and Beverly Hills (I am so curious about this ‘male friend’ whose mansion she’s staying at. Privileged as my position is I am actually not aware of the exact nature of her relationship with this ‘friend’ or even his name for that matter – wouldn’t be too hard to find out but discretion and respect are really important as a PA #integrity  

That’s all fine, and it’s good that she’s going away. The un-fine part was the gift shopping. What on earth do you buy your boss’s 29 year old niece who is celebrating her divorce – or at least being compelled to pretend to, with the big fat divorce settlement. I wonder if Pepper ever had a divorce shower. Maybe that was the initial motive for investing in a bachelor pad.

Whiz Girl is going to be around and I’ve done a detailed list of things for her that need doing when I’m away. I’ve even done her a cheat sheet so hopefully it’s all going to be ok. Am I nervous? Not at all. Ok, maybe a little (alright, a little more than a little). The good thing is that a lot of my work won’t need doing if the bosses are away. She and Nancy are getting on well and Sal has taken her under wing so I reckon she’ll be ok for a week without me.

And I will definitely be more than ok now that I know I can trust her….so I should be able to enjoy the sea and surf, and Margheritas in Mykonos! Can’t wait, it’s been almost a year since my last holiday and about two since I had a proper holiday with the girls.

But before that there’s Viva Forever!! Whiz Girl, Nancy and I are planning on going to see it. I used to be such a big fan when I was a teenager (I don’t usually admit it but I actually owned a Spice Girls T-shirt and had a poster above my bed along with miscellaneous others which included some bands whose-name-shall-not-be-taken *cringe*) and in fact my girlfriends and I dressed up as the Spice Girls (we were five and for some reason thought we looked the part) for my friend’s 16^th birthday fancy dress do.

So glad it’s Friday! I thought this week would never end….This weekend I’m off to see my folks – nothing like Mum’s cooking. Banker guy is away on a Business trip again *sigh*

 

Have a lovely weekend and week.

 

More soon x 

 

 

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The art of delegation from a PA with a PA

By Louise Reid

Louise Reid has been working at Carat, a global media agency, for the past 4 years where she is Office Manager and PA to the CCO, CSO and Deputy MD. When not at work, you may find her busy baking competitively for her work Cake Club! 

I’ve recently been promoted and with that have achieved my personal career goal of being a PA with a PA!

However, that has brought up a whole new set of challenges with it, the main one being I now need to learn how to delegate.

In our offices we often joke that certain directors have got delegating down to a “fine art” but since starting my new role heading up the PAs I've realised that it's actually far more important a skill than we thought, and that you need to master when in any kind of management role.

Generally in the role of PA you're the one who is having things delegated to you but leaning how and when to do it can be a very important and useful skill. I think as PAs we probably find it more difficult to delegate than most as we’re used to being in control of everything so half the battle is learning how to give up the work to someone else.

Inevitably when you start a new role with more responsibility and people to manage you will become a lot busier. I've found the only way to cope with this is to get help with some of the million and one tasks I suddenly find are now my responsibility to sort out.

 

I would say there's three things to remember:

1 - You cannot do everything so don't try.

  As always, lists are you friends. Figure out what has got to be done and any smaller tasks that can be done quickly get them out of the way and then focus on the bigger ones - are these things you could pass on to your assistant and team?

 

2 - Don’t just pass on the boring things!

I know from experience that being handed all the rubbish your boss doesn't want to do can be boring and de-motivating. Keep it varied to keep their day interesting.

 

3 – Be clear and explain things properly when delegating.

This will help them develop their skills and know the reasons behind what they’re doing and the impact that has on the business. With more experience they’ll be able to take on more responsibility and move on within their own careers.

 

Are you a PA with a PA or PA to a PA? Got a question for Louise about being a PA with a PA? Feel free to leave your questions and comments below. 

 

To find a new PA, EA or Secretarial role, upload your CV to get head hunted and search and apply here

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Budgeting and financial monitoring for PAs

By Emma Lambden

Emma Lambden, is 'Executive PA magazine - PA of the Year' runner up with over 10 years experience as a PA. She currently works at the University of Reading.

One thing that I think really makes a PA effective is the ability to monitor and report on targets and financial performance. Whilst this may sound scary, budget management is something we all do each and every day.  We receive our pay at the end of the month and know what bills we have to pay with this, have a fair idea of how much we are going to spend on household expenditure and how much we have left to play around with. Monitoring a budget at work is no different, and whether you are monitoring finances for a department, an executive or even a project, below are some tips I have learned that I find invaluable for keeping on top of the finances.

 

Become best friends with Excel

Excel is a great tool for creating spreadsheets. No matter how your finances are structured, you should be able to find a way to create a simple spreadsheet on  Excel to record all the income and expenditure you will incur during the year or project.  I split mine by category of spend (e.g. catering, computer equipment etc) and it calculates totals as I go along and tells me how much money I have remaining. 

 

Remember what you still have to buy as well as what you've already bought

This is called commitment accounting, and involves recording any income or expenditure as soon as you know about it.  At home, you know that you need to pay your mortgage or rent each month, and so you wouldn’t include the money for this when working out your spending money for that month, even if your payment doesn’t come out until the middle of the month. Commitment accountingworks on the same principle. If you know that every month of the year you will have to pay a phone bill of £100, add this to your spreadsheet at the beginning of the year. That way, when looking at how much money you have left to spend it will have a more accurate figure of uncommitted budget so you will have a better idea of how much money you have left. 

 

Reconcile with what your finance department says you have spent.

Most finance departments will provide monthly or quarterly reports on income and expenditure in that period. I will always reconcile these against my own records. This will allow you to see if there's anything your finance department says you've paid for which you didn’t have a record of, or anything you thought should have been paid but hasn’t been, which will allow you to investigate any discrepancies. You can also cross off all commitments you’ve recorded as and when they're paid.

 

Investigate sooner rather than later

If during these processes you come across any areas of expenditure that you do not think relate to your project, investigate these as you find them – it is much easier to sort out problems as they arise, particularly if you think expenditure has been wrongly allocated to you.

 

These are all systems I have in place for monitoring expenditure against budgets, and I am happy to send example spreadsheets for commitment accounting if anyone wishes to see an example.

 

If you'd like one of Emma's sample srpeadsheets or found this post helpful, feel free to leave your comments and questions below.

 

To find a new PA opportunity, search and apply for your ideal role on SecsintheCity.

And...don't forget to Enter. Closing date: 24th August 2012.

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Be a PA with PA – Perfect Awareness

One-Day Workshop for PAs, EAs, Secretaries and Administrators

Imagine being able to recognise what makes you and those around you “tick” – particularly your boss and the team you support!  Imagine being able to communicate and influence others with a new awareness about how you and they operate. 

Your Excellency Limited invites you to a unique, exciting and experiential workshop which has been developed especially for you in your role as Personal Assistant.  You will be introduced to tools and techniques in order to work more effectively in partnership with your boss and those you support. 

This Workshop is based around effective outcome thinking, communication and awareness tools.  The tools utilise Neuro-Linguistic Programming (NLP) techniques that have been developed and utilised by leading edge organisations in order to achieve excellence.

The learning is created through a combination of demonstrations, group exercises and discussions.  There is an emphasis on fun and experiential learning to make the tools and techniques practical and instantly “usable” in your role as a PA.  A PA with PA (Perfect Awareness) will have more flexibility, stronger relationships and therefore the ability to work more effectively and efficiently in supporting individuals, teams and the business as a whole.

Programme Overview

• Welcome,  Introductions and Outline for the day

• Brief background to NLP
  • Where did it come from?
  • What does it mean?
  • How does it apply to me in my role as a PA and in my everyday life?
    
    
  • It’s all about Rapport
    • The importance of having rapport in order to influence
    • Recognise when in and out of rapport
    • Understand and be able to use the key elements of rapport
      
      
    • How we process our world
      • Understand how we use our senses to process our world
      • Notice how people represent their world in different ways through the language they use
      • Recognise that flexibility in language can create deeper rapport and stronger relationships

• Beliefs and Presuppositions
  • Understand and recognise enabling and limiting beliefs
  • Learn to develop flexibility in order to change limiting beliefs
  • Recognise usefulness of curiosity versus judgment
    
    
  • Knowing and achieving your outcomes
    • Identify what you do want versus what you don’t want
    • Know how to gain clarity and move towards achieving what you want
    • Learn how to gain clarity of others outcomes in order to support their needs
      
      
    • How we are programmed
      • Know our own patterns of behaviour
      • Learn to recognise the patterns of behaviour of others
      • Understand the need for flexibility in our own behaviours in order to support those around us
        
        
      • Learning review and consolidation

 

“Be a PA with PA” is endorsed by The Institute of Assistant Managers  (IAM)

 

Workshop Details 

Date	Venue	Price*
12th October 2012 9.30 am – 4.30 pm	Etc venues, Bonhill House, London	£240 + VAT

*Discounts available for various PA networking groups – please enquire

Cost includes course materials, breakfast upon arrival, buffet lunch and afternoon break.

To reserve your place please download the booking form here

 

Please feel free to extend this invitation to other Personal Assistants you know.  If you require further details please contact Lindsay on 07930 194147.  Places are limited so please confirm your attendance promptly by completing and returning the attached Booking Form. Upon receipt of your Booking we will send you a Workshop Information Pack and Invoice.

 

We look forward to meeting you at this exciting day!

 

Lindsay Taylor, Director at Your Excellency Limited 

And...don't forget to Enter. Closing date: 24th August 2012.

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Writing a Well-Tailored Resume

By Linda Burns 

Linda Burns has over 15 years of experience as an Executive Assistant and PA in both the US and the UK, working for large international corporations as well as small businesses. She lives in Shropshire, England with her husband and their three cats. 

 

With job applications and hiring having gone online, are resumes on the way out? Certainly not. Most company recruiters still wish to see a resume sent along with an online application, and when you do get an interview, the person you are interviewing with will also find it very helpful to have a copy in front of them.

A well-written résumé is key in helping you get your foot in the door. You will want to stand out from the crowd, in a good way. Developing the right resume formula isn’t as daunting as it seems if you use the following steps: 

 

Proper Formatting

Consider the font type and size. Avoid fonts that are too “cutesy” or difficult to read. Stick with classic serif fonts such as Times New Roman or Garamond, and sans serif fonts such as Tahoma or Arial. Use a font size of at least 11 so your resume is easily readable. Pay strict attention to grammar and spelling, and use capitalization correctly. You don’t want prospective employers to pass you by because of easily corrected errors – and having errors in a resume indicates that you are not detail-oriented or even worse, don’t care about producing top-quality work. Be very judicious about using all caps and bolding – while they may be a good source of emphasis, do not overuse them - and don't use colors in fonts. 

 

Résumé title

Instead of starting your resume with a career objective or a cliché-ridden career summary, consider a resume title instead. “Executive PA to the Vice President of North American Sales” tells a recruiter that you are an administrative professional, and will make them want to read further. After the title, add a sentence or two which summarises your strengths and expertise, at this point, be sure to include key words from the job description that you are applying for – this strategy can help your resume get past electronic scanning systems.

 

Employment History

List your most current position first, then subsequent employers. Use action words and quantifiable information when describing your job experiences. It is more powerful to say, “Increased department productivity by 25% due to implementation of electronic filing system”, than saying, “Responsible for filing”.

 

Education
Recruiters will want to know if you hold any certifications or college degrees that are applicable to your career. Even if your degree or certificate is not entirely relevant to the position you are applying for, include it as proof of your education. If you are currently taking any certification or degree courses, list these also and their estimated completion date.

 

Finally, it is very important to tailor your resume to each position that you are applying for. Each industry sector and positing will be slightly different, so focus on your ideal job within that industry and tailor your resume to suit. Having several versions of your resume can help you build a more effective and memorable document.

 

To find out how to optimise your CV for online and more CV Top Tips, click here 

To find a new PA, EA or Secretarial role, upload your CV to get head hunted and search and apply here

 

And...don't forget to Enter. Closing date: 24th August 2012.

 Click here to enter