Feel free to download it to listen to on your commute to or from work.
To view the original transcript, please click here
* * * * *
To find your next legal role, search and apply on SecsintheCity today
* * * * *
Other podcasts by Pitman Training :
Top Tips to be a highly effective PA
Other articles by Pitman Training :
Why (Pitman) Shorthand should be in your kitty in 2013
Pitman PA courses - Short and sweet
By Tanya De Aguiar
Tanya De Aguiar is PA to a Director and a Senior Executive at a Major UK Retail Bank. She has worked across a range of industries which include Travel, Transportation, and now Banking.
A year ago, I was working as a PA to two Heads of Departments at a small but well known Association and then suddenly, after four years of service all of a sudden I was facing redundancy. Jolted I went from content to shocked to worried. At first It was soul destroying and as a result my health began to decline. I was asked to work in my notice period and I managed to negotiate time to attend interviews and if necessary, leave the role earlier than planned but still retain my full redundancy package. Over the 3 month notice period, I applied for what felt like hundreds of jobs. Even if the role sounded remotely like something I could do, I applied. Even if it took me away from the roles I preferred.
I dug out business cards of agents I had used previously and contacted them as well. Former work colleagues that I had kept in touch with when they moved on were also contacted. I put my CV on every conceivable jobsite such as Secsinthecity and others. I updated my Linkedin profile and used that to apply for roles as well. I left no stone unturned. I even went on Twitter having previously claimed to have no time for that. (On a side note, if you are not on twitter, do join and soon and follow @Secsjobs and @Secsinthecity) My fellow PA’s that I have met on twitter via @SecsintheCity have been amazing and very encouraging when you need someone in the same role who will understand your pain and quite frankly kept me going.
A couple of weeks into working the notice period, I was contacted by phone as someone had found my CV online and thought that I might be a good fit for one of their positions. An impromptu phone interview took place and I heard nothing further and forgot about it in between everything else. After weeks of searching and applying, and only two interviews that went nowhere, I was starting to consider the possibility of having to move home when I got a call from the forgotten “agency” that conducted the phone interview and was asked to come in for a competency interview. I had never been through one of those before and was understandably nervous. Even more so when I discovered that the agency wasn’t really an agency but rather the HR department for a large UK Retail bank.
I went for the interview but having heard nothing further after almost 2 weeks, I assumed I had been unsuccessful as I lacked “Banking Experience”. Precisely 2 weeks after the last interview I got a call from the HR department apologising for the lack of feedback. Apparently the Heads were having diary conflicts that were now sorted and would I be willing to come in the next day for a meeting with the two Head that this role would be looking after. I went, and found that these were two people I could work with and be comfortable to disagree with them if needed.
A further week went by and on the way back from a disastrous interview for another role; I got “The Call” from the Bank’s HR Department. The Role was mine! After five months of soul-destroying worrying, I had a new role even without the banking experience and nine months later, I’m still loving it! I haven’t been able to say that I enjoy going to work for a long time prior to this role, but I can say it now! And my health made a dramatic turnaround.
I have been given a chance to use my hard earned skills and learn a few more. I was given to tools to do my job from anywhere. I can now work from home as easily as I can in the office (though not often) and as much as I hate it, I find I can’t live without the dreaded Blackberry.
What I discovered through the whole redundancy fiasco is that whilst you may not suit the role you applied for, the agency or workplace that you applied to, may have another role not yet made public that will suit you better.
For those of you in the same or similar situation don’t be afraid to ask for things from you ‘old’ bosses. Whilst you may not get all you ask for, it certainly won’t hurt. And time off for Interviews is a must and make sure that it doesn’t affect your remaining holiday entitlement.
Be prepared to temp. Some companies will be more likely to hire a temp already working the role, than train someone new. Be willing to learn. Even if it’s something you already know. Their way might be better. Or you can share your way which leads to you being seen as someone who will contribute to the Organisation. And I know it’s difficult and extremely stressful, but try to maintain your usual ‘Positive, Can do attitude’. It does help, especially in front of a would-be employer.
SecsintheCity Top Tips if you're being made redundant:
Get started with your jobsearch immediately.
Got a question about your job search or need career advice? Feel free to leave your questions and comments below.
By Eleanor Marshall
Eleanor Marshall is Senior PA to Content and Marketing Directors of Absolute Radio, as well as the Marketing Director.She is passionate about Event Management, and works within the Events team, regularly working on live gigs, music festivals and outside broadcasts. In addition she is also the ‘voice’ of Absolute 80s on all social media accounts, including Twitter and Facebook. Before Absolute Radio she worked as PA to the CEO in a TV advertising company, and prior to this she managed a team of secretaries in the Lloyds of London insurance market in the City.
Working long hours, skipping lunch breaks and taking work home are all common traits, even more so now with the rise of Smartphone technology and mobile working. More hours are spent reading and replying to emails than ever before.
The tendency to work late and ‘go the extra mile’ are classic personality traits of a PA, and perfectionism and a strong work ethic go hand in hand with the role. More often than not the PA is the first and last person in the office each day, and patterns like this can have a serious impact on work/life balance.
I’m a firm believer that work expands to meet the time given to it, and regularly staying late doesn’t mean that you actually get more work done; it just means you spend longer working on the same jobs. Be really strict with yourself about leaving on time, set yourself a fixed time to leave and then stick to it. If you can’t get all your work done on time (and you truly are working effectively during the day) then perhaps your workload is too much, and you need to sit down with your boss to see what you can do about it.
Of course there are always certain times when there is no getting away from working late; but these should be the exception, not the norm. If you get in to a habit of working late on a daily basis then you need to understand why. Do you simply have too much work for one person? Or are you not managing your time as effectively as you can? Understanding the reasons behind your work overload are important.
So what can you do to redress your work/life balance?
Lunch
Missing lunch (or eating lunch at your desk) is a common mistake. You might think you are gaining time, but time you spend resting (and away from your computer) is not wasted time and taking time out from the office can actually make you more productive when you are working. When possible, try and leave the office and take a walk even if it’s just for 15 minutes, or sit in a local park and read a book. Clearing your head and getting some fresh air is important. I feel very stagnant if I work through lunch and miss that gap in the middle of the day. Remember: you are not paid for that hour, and it is yours to use as you wish. Use it wisely, and take a break. It’s surprising how little it takes to feel refreshed; even just leaving the office and walking around the block once can help put a new perspective on things.
Turn your phone off
If you start answering calls and emails 24/7, then your boss will expect you to. Unless you are specifically employed to be on call during non-work hours, it’s best to avoid falling in to the trap of being available at all times. Your time away from the office is precious; try to spend it doing things as unrelated to your work as possible. It will make you better at your job.
Schedule your personal time
If you’re like me, I find it very difficult to find the time to see all my friends and family, mainly because the time I’m not working is often spent doing (usually overdue) personal admin or catching up on much needed sleep!
One way of tackling this is to strictly schedule your personal time in the same way that you plan your boss’s diary. The way I see it, I have five short evenings per week to meet my personal priorities, so I plan my week in advance, and try to stick to it. For example a typical week will be Mon: workout, Tues: working at gig, Wed: see my sister, Thurs: night in with husband, Fri: dinner with friends. I put these tasks in my paper and online diaries and stick to my plans. I’ve even been known to schedule nights in to “sleep” or “do laundry”! Having things written down helps remind me of what I need to do, keeps me focused and helps me to achieve the things I really need to get done.
How do you maintain your worklife balance? Feel free to share your thoughts
* * * * *
If you're looking for a new PA role (a PA job within a Media organization perhaps?) search and apply on SecsintheCity
Feel free to download it to listen to on your commute to or from work.
To view the original transcript, please click here
* * * * *
To find your next legal role, search and apply on SecsintheCity today
* * * * *
Other articles by Pitman Training :
Why (Pitman) Shorthand should be in your kitty in 2013
Pitman PA courses - Short and sweet
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 think in pretty much any role it's important to be flexible but as a PA, I’d say ‘being bendy' is as important as the tasks themselves. When I talk about being bendy or flexi, I mean more than working overtime an hour here and there, or coming in early, maybe missing lunch – we all do that, most days! To me, being flexible means making my manager’s life as easy as possible; both at work and where possible, at home too. If I can make her life easier at home, it just means there is less for her to think about and worry about, meaning work is easier for both of us.
After having my son, I went back to work part time, working 3 days a week, but I consider myself a pretty ‘bendy’ PA. I work long days to make sure I am being the best I can be – I wouldn’t be able to leave work knowing I was not in the next day and with my manager not being totally prepared for her day. I take my boss to the train station, airport, and help out with family, buy gifts, pay in cheques… all sorts (as well as the day job!) – Anything I can do to make the most of my managers time. This is a two way relationship though and the flexibility I offer is given back to me in return. I have a young son and sometimes need to work at home if he is ill, or I need to drop him off or pick him up from nursery and so may need to leave work early. This is not a problem and if there is something that can’t wait, I will log on at home to get the job done.
I really do think being flexible is one of the most important qualities for a PA; it’s up there with being competent, trustworthy and reliable – the generally excellent PA’s we all are.
Being bendy is a two way street and can make the difference between a good and an excellent relationship between PA and Manager. So how bendy are you? Are you prepared to go the extra mile to help make your manager’s life easier? Try starting off with small things, like buying stamps for them, or sorting out their dry cleaning. Then move to the bigger items of booking holidays and changing currency. It will make a difference to their life if they can trust you with these tasks and in return, I guarantee it will make a difference to yours too.
How flexi do you rate yourself on a scale of 1-5?
Other posts by Ruth Grosvenor
Every 5% makes you an even better PA - Here's why
* * * * *
To find a new PA, EA or Secretarial opportunity, search and apply on SecsintheCity
By Eleanor Marshall
Eleanor Marshall is Senior PA to Content and Marketing Directors of Absolute Radio, as well as the Marketing Director.She is passionate about Event Management, and works within the Events team, regularly working on live gigs, music festivals and outside broadcasts. In addition she is also the ‘voice’ of Absolute 80s on all social media accounts, including Twitter and Facebook. Before Absolute Radio she worked as PA to the CEO in a TV advertising company, and prior to this she managed a team of secretaries in the Lloyds of London insurance market in the City.
Last year I got married to my fiancé Alex and two weeks later I was awarded Secs in the City “PA of the Year”. When asked how I managed to organise a wedding at the same time as working in my (very busy) role, the answer is that the two aren’t mutually exclusive - the factors which make a PA successful are very suited to those needed to organise a wedding.
As with my job as a PA, I tried to use as much modern technology as possible to aid me. The entire wedding was planned from one simple excel spreadsheet, with a tab for each key area (“Catering”, “Venue”, “Flowers”, etc.) which was uploaded on Google Docs, allowing my husband and I to collaborate and plan on a daily basis. I also used an online table planning tool to help with the room layout.
I’ve always loved event management and working at Absolute Radio has given me the opportunity to work on regular events such as live gigs and music festivals. Forward planning, and the ability to think of your feet in the face of unforeseen challenges are all parts of event planning that helped me when organising the wedding.
Through experience, I knew I needed to look at the day holistically from the point of view of the guests and the suppliers; I know what make makes a party work well, and where things can fall down. I was very persistent and thorough with all my suppliers: I would scribble down as many questions I could think of (no matter how basic or obvious), and go through everything with them on a regular basis, so nothing was missed and everybody was on the same page. Every PA knows that you should never make assumptions, and it’s best to check and go over everything several times to make sure no detail has been overlooked. If I send my boss half way across the world, I have to be confident that I have planned, researched and organised everything to within an inch, and it’s the same with a wedding.
In the last few days before before the big day, I had two task lists (TO DO and TO MAKE) and I was able to delegate all the last remaining jobs to my team of trusty helpers (aka Alex, his Mum, my bridesmaids and my siblings). It all ran like clockwork and there were no last minute panics whatsoever.
If all of this makes me seem like I was a bit of a Bridezilla, I promise I wasn’t – I think if anything I was more relaxed than most brides, probably because I’m so used to working on events. My bridesmaids all commented on how relaxed I seemed, and when I interviewed for the PA of the Year award, the panel were surprised that I was getting married only three days later. In fact I was so relaxed that I felt confident enough to go away with work on our annual company “do” on the last weekend before the wedding, safe in the knowledge that everything was running to plan.
The other day my colleague asked me if I would like to do it all again. I can honestly say no! Whilst the wedding was the best day of my life, I am VERY pleased to have to my weekends back. And the three weeks I spent lying prostrate on a beach in Thailand after it was all done were the best reward of all!
* * * * *
What's the biggest and most difficult event you have had to plan on the job to date? We'd love to hear about your experience.
* * * * *
If you're looking for a new PA role (a PA job within a Media organization perhaps?) search and apply on SecsintheCity
"Setting goals and following dreams"
By Caroline Galtress
Caroline is a consultant at DMJ Legal, part of DMJ Recruitment.
She began her career at DMJ Legal in 2010 and her team focuses on placing legal secretaries and other support candidates into some of the top UK and US law firms. Prior to joining DMJ Recruitment, Caroline spent four years working in both financial and legal recruitment.
PAs, by their very nature, are proactive managers who are able to turn ideas into reality. As such, if you dream of making it big you should utilise your organisational skills to manage your career with military precision.
Many professionals have a two, five and ten year plan but the hectic lifestyle associated with working as a PA often means that the big picture gets lost in the mayhem of day-to-day duties. We all know a PA who has worked in the same role since time began – but is that the career for you? If not, ask yourself - does your loyalty lie with the organisation you work for, the executive or team that you work with, or none of the above?
A good PA is priceless – and you should know your worth. Of course, there is no reason to look for a new position if you are completely happy. But even if you have no intention of making a move in the near future, keep up to date with average salaries within your industry and read job adverts to determine sought-after skill sets and qualifications. It’s all too easy to get left behind – and when it is time to move on you don’t want to be playing catch-up.
If you are currently climbing the career ladder, have a firm goal in mind and consider the alternative routes you can take to get there. It may help to write it down, draw a map of your career to date so that you can see how far you’ve come. Then consider the possible paths you can take to reach your objective.
Make no secret of your aspirations – ambition is a desirable trait and a switched-on manager may be able to help you fulfil your potential. Work hard, take on extra responsibilities and network relentlessly – if you are not rewarded for your efforts, you will at least have gained experience and contacts to help you on your way.
Take time each month to reflect on your achievements and steps you have taken towards the next stage in your career. For example, additional training can build on the foundations of your knowledge and experience, a success at work can demonstrate your efficiency, and joining LinkedIn groups will give you a greater insight into the industry. A specialist recruiter will be able to analyse your skills and experience to advise on the best route to reaching your dream job.
Charting your course in the world of work may seem cold and methodical. But successful people have one thing in common – a plan. Annotating and analysing your CV is a great way take control of your career path.
Where will you be in ten years’ time?
If you are looking for a new PA, EA or Secretarial role in the legal sector, browse the latest opportunities from DMJ Recruitment on SecsintheCity.
We also have a range of PA, EA and Secretarial roles across other key sectors.
Pensions, Private PAs, Snow and.... Some Drama
So I managed to sort out my work Pension scheme this week –don’t know why I didn’t do it sooner. I also made it through the week – which was spent juggling more of Tie Max’s lists than Scarlet and Pepper’s – and with a greater understanding of the finance function and lesser spend on Chai Lattes (Green Tea almost all the way!).
I also ordered my copy of ‘Accounting for Dummies’ and have shortlisted a few potential online courses in Accounting. I’ll wait until end Feb to start that though as we have a lot going on at the moment with a tour we’re involved with just round the corner.
The holidays are already a distant memory and life is back on the high road at break neck speed. Clawly has left the building but her Facebook updates haven’t. As for the Curly Scarecrow, there’s not been much drama since he accidentally married his high school sweetheart in Vegas and has now filed for a divorce.
Aside from that it’s been pretty uneventful to be honest, so much so that I have actually begun to have drama withdrawal symptoms exacerbated by the fact that there is a wait for the new series of Downton Abbey. I have actually on occasion been compelled to watch Coronation Street and Made in Chelsea every now and then.
I have also secretly been tempted to look at the Private PA jobs on SecsintheCity every now and then…I have to say when I see the salaries it does make my jaw drop. And cool as my job is – very chuffed with a sizzling new desktop calendar from an Artist we are working with together with a record label – I can’t help but wonder what it would be like to work in a non-office environment. As someone creative I always thought I’d find working in Finance would be a struggle but I’m beginning to actually like the variety it brings to my job. Of course me working for an FD is very different to actually working as a PA in Banking like some of my mates from Uni here. They have a regular 8-5 job and the Blackberry goes off at 5pm sharp. Mine doesn’t.
Either way, I think whichever sector you work in, being a PA is pretty awesome. What is not looking so awesome is the travel disruptions :(
Anyway, got to run to the bank and pick up a prescription for Pepper and then collect some props for a Snow themed Jazz concert. Fill you in on our Travel Troubles if we have any. Scarlet was supposed to be getting the Eurostar to Paris and it’s looking a bit 50/50 at the mo. Oh well, we’ll see.
Let it snow, let it snow, let it snow ;)
X x
Follow me on Twitter!
Find me on Facebook!
*************************
To find a new PA opportunity, search and apply for your ideal role on SecsintheCity
Vicky Knox is a PA to the Director of the Centre for Food Security at the University of Reading. She is relatively new to the PA profession and secured her first PA role last October, at the University of Reading.
Prior to this Vicky worked for a local college which specialises in construction and real estate courses where she learnt a great deal and acquired a number of valuable and transferrable skills in her student support role, and gained in confidence over the 3 years she was there.
Personal branding is not just about how people see you; it’s also about how you want to be seen. Your personal brand is not only about what you look like, it’s also about how you present yourself, how you behave at work and how you communicate with people. It’s important to be able to gain and retain the respect of those you work with, so I’ve listed a few ideas below that might be useful to think about when considering your own personal brand:
Personal presentation: Whilst it’s horrible to admit, we all make judgments on how people look. It’s human nature. If someone came to work in a pair or ripped jeans and a shirt that had last night’s dinner on, what would you think? Would you see ‘professional’ or would you see someone who looked like they didn’t want to be in work? I am by no means saying that we all have to look like beauty queens when we go to work, because I for one don’t have that kind of time on my hands in the mornings, but if you want to be taken seriously and look the part, make sure you dress the part. And if you’re able to wear a smile with that power suit too, so much the better.
Behaviour: So you walk down the corridor to make that all important 11am cup of tea, when you overhear some of your work colleagues talking about another colleague in a derogatory way. Does this scream ‘professional’ to you? I think not. Remember that there is a time and a place for everything, and if you want to be seen as a professional, leave things like playground gossip outside the workplace.
Communication: It’s important that if you want to progress and feel your views and opinions are heard, you’re able to express yourself. Of course, communication can be both written and verbal. When sending emails, for example, don’t use abbreviations or text speak that no one will understand. When presenting your opinions and views verbally, try not to come across as shy, speak clearly and make constant eye contact. You may be absolutely terrified inside that no one will like your ideas, but don’t let anyone else know that! If you appear and sound confident, people are more likely to hear what you are saying.
Do you have any more to add to Vicky's List? Got a query about re branding your personal image? Feel free to share your comments and questions below.
To find a new PA opportunity, click here
By Ellen Shearman
Ellen is a consultant at Aspira Consulting, specialist recruiters of executive support staff within the investment sector in London. We believe that whatever your specialisation or level, your career move requires an in-depth understanding of what you do, plus informed advice and access to the widest range of opportunities around.
Professionals often tend to slow down their job search in the run up to the holidays on the assumption that no one is hiring over this period. Don't be one of them! As a leading recruiter hiring on behalf of large corporates and SMEs in the investment sector and we are still recruiting. With many taking a break from their job search in this pre holiday period, this is your chance to get ahead of the game.
There are many companies hiring in December, and this will increase further once the New Year has been rung in because January and February are statistically the biggest months for hiring. Rather than waiting until January and then trying to prepare, there are many things you can do over the holiday period to improve your chances of finding that perfect job.
Take advantage of down time
Network
Improve your social media presence
Begin your search for a new PA job today by browsing the latest opportunities from Aspira Consulting on SecsintheCity.
Caroline is a consultant at DMJ Legal, part of DMJ Recruitment.
She began her career at DMJ Legal in 2010 and her team focuses on placing legal secretaries and other support candidates into some of the top UK and US law firms. Prior to joining DMJ Recruitment, Caroline spent four years working in both financial and legal recruitment.
Legal professionals working within financial services say the uncertainty surrounding regulatory changes and the instability of the euro are their biggest challenges today.
But what can PAs do to ensure that their company adheres to the constantly changing legal framework?
The relative ambiguity of ongoing legislative amendments, such as the Alternative Investment Fund Managers Directive (AIFMD), Know Your Customer (KYC) and the associated Anti Money Laundering (AML) guidelines may seem overwhelming. But it is essential that PAs have a grasp of current and incoming legislation to be able to fulfill their function of organising back office operations.
Support staff’s role in assisting legal and financial professionals in managing increased legislation is vital. Without efficient PAs, businesses would grind to a standstill and it is your responsibility to ease the burden on your employer. Your boss should feel safe in the knowledge that you are up to the challenge of managing any additional administrate support that incoming regulations create.
For this reason, it is essential that you have the ability to understand new terminology and have a good understanding of today’s legislative procedures. This may require a little extra-curricular reading. But regulatory bodies publish proposals online, and by taking the initiative to study any recently published papers you can keep one step ahead of the game. This will not only instil confidence in your superiors, but also make your job easier long-term.
By fully understanding what is expected of your organisation you can put sound systems in place to guarantee that your company adheres to the rules. PAs are on the frontline of managing the implementation of organisational systems. And by keeping records up to date, you can safeguard your team from any future fallout from missing documentation. For example, you should be nothing less than meticulous when filling KYC identification, as errors in this area could have serious financial implications for investors, your organisation and you further down the line. You are in a position of trust and your value lies in your efficiency.
It sometimes seems like working as a PA becomes more demanding all the time. But taking responsibility for your team can elevate your position within the company and prove highly rewarding.
The sustainability and growth of any successful city firm relies on a strong backbone of senior support staff to navigate administrative challenges. By maintaining a high level of knowledge and organisation you can ensure that ongoing regulatory changes have little impact on your business.
Having a clear and thorough understanding of industry legalities will help to cement your role as a vital cog within the wheel of your team. And managing difficult assignments with ease will help you to prove your worth as you climb the career ladder.
If you are looking for a new PA, EA or Secretarial role in the legal sector, browse the latest opportunities from DMJ Recruitment on SecsintheCity.
We also have a range of PA, EA and Secretarial roles across other key sectors.
Do you work in the legal sector? Feel free to share your thoughts and comments below.
..... to organise emails, appointments and task lists
By Jane Adams
Jane Adams is the Administrator to the Centre for the Development of Teaching and Learning at the University of Reading, which also includes PA duties to the Director. Jane is a member of the Institute of Administrative Management (IAM) and is also a keen blogger.
If you're an Administrator, PA, EA or VA chances are you have a long to-do list which you use to keep tabs on all the various tasks you have to juggle week on week. Throughout my career I’ve used a variety of tools for this but the system I have now is by far the most successful I have come across.
I am a person who loves to be organised and thrives on creating calm from chaos so I’m never happier than when I’m planning and implementing a new process or office system. My friends have even joked that I’m the most organised person they’ve ever met and yet my role as an Administrator has certainly challenged me to be on top of my organisational game each day. As a result my Outlook to-do list is my best friend (at work!) and anything that needs doing, big or small, goes straight on that so it can be followed up on in good time.
A year ago I went on an excellent training course for Administrative Personnel and one of the revelations that came from it was that I have a very visual learning style; since discovering this I’ve realised just how much better my brain processes my workload when I organise things by colour. Now I know that may sound a bit strange but once I started applying this technique to my emails, calendar appointments and to-do list in Outlook I found my ability to juggle tasks improved and as a result I felt more in control, like I had a better overview of the various areas of my work. I no longer had just a long list of outstanding tasks but rather several smaller, more manageable ones.
One of the great things about Outlook is the way you can colour categorize emails, appointments and tasks. Because I work on a number of projects, as well as doing general admin tasks such as arranging meetings, handling finance matters and looking after the office I use all the coloured categories at my disposal (and if more were available I’d probably need those too). A few examples of the sorts of categories I have are;
Light red = General admin tasks
Orange = Meetings
Turquoise = Finance
Light Green = Website updates
Dark Green = Committees
Light blue = Personal (because if you are like me you also need reminding about upcoming birthday cards to send and events to plan!)
Light Grey = Office maintenance
And so on…in practice it looks a bit like this;
What I like is that I can
sync these categories for my emails, appointments and task list so that I can
check my calendar and at a glance see what sort of meetings I have in store
that week and then check my to-do list in case there are any corresponding
tasks I need to complete beforehand. It is also really useful when you are
sifting through your emails trying to find one you sent 6 months ago and you
can see better at a glance if you’re looking at the right project/topic. As
those of you already familiar with Outlook know you can set tasks to recur at
specific times so you don’t have to remember to add them to your list again,
for example I have recurring tasks to do things like ‘check the paper in the
printer’ and ‘update the departmental website homepage’ each week as well as
longer term tasks like ‘archive old finance documents’ each year.
The aim of a successful to-do list is to take the burden off you having to remember everything; by automating reminders, planning ahead and breaking task lists down into bite-size chunks you can juggle more effectively. For me my task list is vital for keeping on top of my workload, and the colour coding is vital for helping me to prioritise and sift through those tasks. Chances are this method won’t work for everyone but if like me you have a visual learning style. If you don’t know your own you can find out here - give it a go and start creating your own categories.
Do you use colour colding on Outlook? Share your codes with our readers. Got a question for Jane? The comments space below is for you so ask away.
* * * * *
To find a new Administrative, PA, EA or Secretarial opportunity, search and apply for your ideal role on SecsintheCity.
By Jenny Sowinski, Marketing Assistant at Holborn Training
“Holborn Training operates Pitman Training centres in Holborn, Notting Hill and Manchester under franchise from Pitman Training Group, and is a leader in Secretarial and PA Training, with a wide range of over 80 different courses available to study.”
Having been a provider of PA training for a number of years, we know just how important the right training and skills are for you getting your dream PA job.
The latest addition to Holborn Training’s website, a live chat , has given us some really interesting insights such as what people are most interested in, and out of all the courses on offer (over 80), again and again, it’s our PA courses that get people most excited.
We are often asked ‘what do I need to be a top PA?’ or ‘I would love to work as a PA, which course would you advice?’ and perhaps most commonly, ‘Will having PA training on my CV set me apart from other PA’s in the jobs market?’
Well, to answer the first question, to succeed as a PA you have to be multi-skilled, multi-talented and an effortless multi-tasker. In addition, you have to be someone who is capable of working with the highest level of decision makers in a company.
Does that sound scary? It shouldn’t – anyone can be a PA, as Shilpa Wymer, principal of Pitman Training centres in London (Notting Hill & Holborn) and Manchester states “anyone wishing to start a career in this field needs the right attitude – it’s not a job for the weak – but anyone can develop the skills with the right training.”
In terms of our training courses, it’s our Executive PA Diploma that’s the most credible route for ambitious and aspiring PA’s. It’s a nationally recognised and in depth Diploma that will allow you to show potential employers just how skilled you are, and take pride in the fact that you have been educated by one of the world’s oldest office skills provider.
Covering 16 subjects, it’s an extremely comprehensive course. You will learn audio and touch typing to 70 words per minute, Microsoft Office applications to an expert level, business English, letter layout and grammar, business structure and law, and lots more.
Indeed, it’s arguably the best recognised qualification in its field, and the skills you will learn are transferable to any company, making you invaluable to potential employers.
One of the best things about the Executive PA Diploma, and indeed the majority of our courses, is that you can study at your own pace, supported by our expert trainers who are always on hand at our centres and you can fit your course around your daily routine. However, if you are hard pressed for time, we also offer one or two day seminars aimed at PA’s and EA’s of all levels, led by top PA’s who know exactly what it takes to get to the top.
Lastly, our most common question - ‘will having PA training on my CV set me apart from other PA’s in the jobs market?’ . The answer is: "Yes, absolutely".
A PA qualification certainly sets you above the rest in the jobs market, and our students are in high demand.Previous success stories have seen students take up roles at the United Nations, Vogue Magazine, and even at Miss World, with many others going into the City and the legal sector.
To enquire about our PA courses in London and Manchester, please contact us on:
020 7025 4700
To find a new PA opportunity, search and apply for your ideal role on SecsintheCity
Dominic Higgins graduated from University College London with a Law degree with French Law in 2005. His academic background covers a number of areas of law including contract, property, criminal law and international/EU law. Dominic has worked as a legal adviser in the UK, Spain and South Africa and has a particular expertise in immigration and nationality law. He writes for Contact Law on a range of legal issues.
The thought of returning to the office routine after maternity or paternity leave can be daunting; you might find it’s simply impossible to commit to regular working hours now you’ve become a parent. Assuming you don’t want to put your career on hold, the solution might be flexible working.
So, as a parent, do you have the automatic right to flexible working? The answer, unfortunately, is no, but you can request flexible working via a “statutory application”. Employers have to follow certain rules to ensure that statutory applications are treated fairly.
Before you request flexible working consider the arrangements that you will propose. You’ll need to think about your boss’s working patterns and the availability of other staff to do your work. This will take some thought. After all, as a good PA or administrator you should be downright indispensable! Common arrangements include working from home; part time; job sharing; staggered hours; flexitime; or a combination of these.
If you decide to make a statutory application the first step is to make a written request to your employer. The letter needs to state specifically that you are making an application based on your statutory right to request flexible working. It also has to contain other details, notably the arrangements you suggest, how this would affect the business and how any problems could be resolved.
Your employer must hold a meeting to discuss your request within 28 days, and make a decision within 14 days of the meeting. If they agree to flexible working they must give you a new contract. If they refuse the decision they must have a good business reason for this. You can appeal the decision if you think the correct process wasn’t followed or your employer didn’t take into account all the relevant information, but not because you disagree with the business reasons for the refusal.
It’s normally best to request flexible working informally or via your employer’s internal process before making a statutory application. This way you can explore your employer’s thoughts on this and practices that have worked in the past. As a PA or secretary you’ll hopefully know how the business fits together overall and have a close relationship with your boss and human resources. Remember, flexible working isn’t just for the sake of you and your family; it’s a great way for your employer to retain a competent and committed member of staff.
This article for Secs in the City was contributed by
To find out more on your flexible working rights, please visit Contact Law by clicking here
To find a new PA opportunity, search and apply for your ideal role on SecsintheCity
Vicky Knox is a PA to the Director of the Centre for Food Security at the University of Reading. She is relatively new to the PA profession and secured her first PA role last October, at the University of Reading. Prior to this Vicky worked for a local college which specialises in construction and real estate courses where she learnt a great deal and acquired a number of valuable and transferrable skills in her student support role, and gained in confidence over the 3 years she was there.
When I started my current job, I was lucky enough to be allocated a mentor. I have found this to be invaluable and I firmly believe that I am better at my job because of this.
So, is having a mentor important? I’ve highlighted a few reasons below as to why I think so.
Guidance in a new job: Starting a new job can be hard. It tends to raises a number anxieties and doubts in our mind such as : Will anyone like me? Will I get on with my boss? Will I be able to do the job? Having a mentor can really help alleviate the stress of starting a new job. You instantly have someone to go to with any concerns or questions you may have. Your mentor is likely to be doing a similar job to you and will no doubt have experienced the same emotions as you when they first began heir job. Having someone who is there to offer advice and share their experiences can prove extremely valuable and helpful so learn as much as you can from your mentor during the time you are working with them.
Useful hints and tip sharing: Mentors are usually elected on the grounds that they have either done the same or similar job successfully; therefore you instantly have someone else at work from whom you can gain handy tips on how best to complete different tasks. Also, it’s always good to have someone to go to with those questions you’d rather not ask your boss, particularly about routine day to day administrative tasks.
Access to established networks: If you’re new to the company and in particular new to the profession, having a mentor can help set you up and establish a name for yourself. Your mentor can let you know who the ‘need to know’ people and organisations are, and perhaps even introduce you to some of them. This can really help you to get out of the starting blocks and establish yourself in your chosen profession.
Encourage career ambition: Having a mentor who is passionate about their job and their profession can only have a positive impact on you. To be able to talk to someone who has experience and a real drive to succeed and better themselves will make you strive to do the same.
Whilst a mentor is important at the start of someone’s new job, it can also be just as helpful to continue the relationship for the long-term, perhaps in a more informal way. No matter how experienced you become in your role, there are always times when you wish you had someone to talk to and gain another opinion.
Being given the opportunity to mentor a new colleague can also be very rewarding. It’s your organisations way of saying ‘we trust you to be a positive influence on this new employee’. So, if you know of any new employees starting in your company in the not too distant future, volunteer yourself as a mentor. Not only will you be helping a new colleague, you’ll benefit from the experience too.
Have you ever mentored someone or been mentored? Feel free to share your experience in the comments section below or on our Facebook page.
Do you have a question about mentoring? Feel free to leave your questions below?
To find a new PA opportunity, click here
By Tara Farrer
Tara Farrer works for Tiger Recruitment, a secretarial recruitment agency, where she is PA to the Managing Director and a Marketing Executive. Over the past year she has had experience liaising with PAs from all industry backgrounds and has a strong knowledge surrounding the world of office support recruitment and what employers expect from their PAs.
One of Tiger’s top PA candidates has provided us with some great tips on how to write a travel itinerary. Whether you are someone who has little itinerary experience or a PA who has plenty, her advice may help you improve on your itinerary technique so that it becomes a document that your boss will truly appreciate.
At the top of an itinerary, state the dates of travel and the route i.e. London – Berlin – Moscow. When you are providing names of places, it is recommended that write it in both English and the local language.
Inform your boss as to which passport (if he has numerous) he should take. Ensure the passport number is clearly specified. Embolden any text that is important while also making use of underlining and also italics.
When organising the itinerary, make sure that any times stated are written in local time - If they are in London, GMT or if they are in Washington, EST etc. and mention the time zone differences. This may stop your boss from calling you unexpectedly at 2:00 a.m.
If you are booking taxis, whether it's to the airport, hotel or meeting venue, ensure that they have the taxi company name, booking reference and information of where they are travelling to and from.
If taking a flight, ensure that they know which airport they are leaving from, where they are flying to, the departure and gate closing time, terminal number, airline name, flight number and give them the booking reference for their flight. Make them aware if their boarding pass it either enclosed of NOT enclosed.
Inform your boss as to when they are due to arrive at their destination in local time. If they do not have a taxi booked, instruct them to hail a taxi and provide them with the necessary information of their next destination.
If taking a train or other mode of transport, ensure they have information on how to purchase their tickets and details for their next journey's end. If tickets are pre-booked, provide them with the reference number, destination details and inform them, like with the airline tickets, if they are enclosed of NOT enclosed.
If they are staying in a hotel, give them the address of the hotel, their reference number and how many nights they will be staying. It's always nice to note the hotel website so they can take a look if they please.
When they're going to a meeting, ensure that they have the correct contact information for the person they are meeting, details of where they are meeting them - ie. the full address of the meeting venu with directions - and the time of the meeting. The contact information must include the email, phone numbers and office address of the person they are meeting (plus, the address of the meeting place if it isn't the person's office).
At the bottom of the itinerary, make a list of all the contact information they need. This should include:
Other useful information to include are weather forecasts (do they need an umbrella?) and also restaurant suggestions. If you're giving them ideas for where to eat, ensure that it is in a reasonable distance to where they are staying or have a meeting and takes into account any dietary requirements/restrictions and/or culinary preferences they may have. Unique destination information including customs is also a detail that could be beneficial to your boss.
How many times have you had to write a travel itinerary for your boss in the last year? Did you find this post helpful or a reflection of some of your own best practices? Feel free to leave your comments and questions below.
To find a new PA opportunity, browse the latest opportunities from Tiger Recruitment on SecsintheCity
By Seema Shah
Seema has been PA to the CEO at Sportech PLC for over 12 years. She is also the Office Manager in their London Head Office which consists of 12 employees and manages their Team Secretary.
She is a Prestige member of The PA Club and various forums including the Institute of Professional Administrators (IPA), the Executive Personal Assistants Society and the Personal Assistant and Office Manager (PAOM). Seema was awarded 2011 PA of the Year by the Executive PA Magazine Awards
Anyone who knows me knows I will very rarely pay full price for anything – unless it’s a pair of shoes!
Today’s PA must learn the ‘fine art of negotiating’. When you’re out purchasing that special outfit, shoes or bag, you’re always going to look for a deal and in today’s economic climate, you are sure to get one. The same applies to your work life.
If you need to find a venue/hotel to hold a meeting, use your contacts and obtain 2 or 3 quotes. Depending on how well you know these contacts, they will always try and do that little something extra for you. If they cannot always give you a money off incentive, they will try and give you something additional, for example, free water during the meeting, free Wi-Fi or AV equipment.
Once you've obtained your quotes, go through them and find out what your overall cost will be. When I book hotel meeting rooms, there is usually anything between a £50 and £100 difference. If the venue wants your business, they will be willing to negotiate with you so stand your ground but do not be overconfident about it because at the end of the day they also need to meet their targets and you do not want to be left with nothing.
You can adopt the same process for magazine subscriptions. If your office subscribes to a few annual magazines, they will always send you reminders for payment well in advance. Again, if you receive a few similar magazines, don’t be afraid to ask for a discount. Surprisingly, not many people do so they can afford to take off anything up to £50. It all adds up in the long run.
I have also managed to negotiate money off conference entry prices. One man was so shocked when I asked him for a discount straight away; he said ‘how can I refuse after you asked me so nicely’! Always use your charm! Some conferences can run up to thousands of pounds when you book places. Again, if you book more than one delegate, do your best to try and get the organisers to give you a discount. If you are only booking one place, tell the organisers you will book more the following year. If they want your company’s presence, they will do something for you.
Finding a Christmas party venue is one of the best times to use your powers of persuasion and negotiating skills. There are so many venues out there and they are all looking for your business. You will definitely get what you want if you negotiate well.
My most successful negotiating result to date, has to be when I managed to get our insurance company to refund us over half of our claim during the Ash Cloud. It took lots of patience, letters and emails over a few months but even an ‘act of God’ didn’t deter me from my objective.
Happy negotiating.
Are you good at negoitating? Did you find this post helpful? Got a question for Seema? Feel free to leave your queries and comments below.
If you're looking for a new PA, EA or Secretarial opportunitity, sign up for job alerts and search and apply here
By Tara Farrer
Tara Farrer works for Tiger Recruitment, a secretarial recruitment agency, where she is PA to the Managing Director and a Marketing Executive. Over the past year she has had experience liaising with PAs from all industry backgrounds and has a strong knowledge surrounding the world of office support recruitment and what employers expect from their PAs.
Being a ‘West End gal’, hurtling off into the unknown world of Canary Wharf to 'network' was quite an adventure….
De Vere Venues teamed up with Executive PA Magazine to organise a free, one-off networking and training event for all their readers. Like many, I found the prospect of networking quite daunting (even terrifying) – forced small talk, awkward silences and an ‘opportunity to sell yourself’ was not my idea of a fun Thursday night.
However, having said that, the event in question was actually a fantastic opportunity to meet other like-minded people within the PA community and learn the art of networking. Upon arrival, complimentary drinks, pampering stalls, a BBQ and cheese and wine tastings set the scene for a unique evening. Giving us time to socialise with each other before the seminar presented us with the opportunity to discuss our backgrounds and get to know each other.
Then Katrina Prentice gave an inspirational talk about making the most of networking opportunities. She has been a trainer and teacher for 15 years and she highlighted some very useful tips that I feel are worth sharing with you today.
Do you enjoy attending networking events? When was the last time you went for one? Where?
Feel free to leave your comments below and keep an eye on our blog for upcoming PA Networking Events.
