Personal Assistant
What is the work like?
As a personal assistant or 'PA', it would be your job to help ease your manager’s workload by providing secretarial support and dealing with a range of administrative tasks.
Your duties might include:- working closely with your manager
- screening telephone calls and handling enquiries
- organising the manager’s diary and making appointments
- dealing with letters and emails
- using a computer to produce letters, reports and presentations
- arranging meetings
- organising and maintaining office systems
- taking minutes of meetings
- making travel arrangements
- looking after visitors.
Many managers rely heavily on their PA and give them a high level of responsibility, with other tasks such as:
- standing in for the manager in their absence
- acting as office manager and supervising other administrative staff
- dealing with accounts and budgets
- taking on project work, such as research or writing reports.
You may also be known as an executive secretary or executive assistant.
What qualifications and experience will employers look for?
Employers will look for a good standard of general education. You may have an advantage with some GCSEs (A-C) including English, and having a business-related BTEC HND or degree could help you find a job with a higher level of responsibility.
Whatever academic qualifications you have, you will need proven experience in administrative work. You should be computer literate and able to use a variety of office computer software. Extra skills like shorthand or audio typing can also be useful. Office temping can be a good first step into secretarial and PA work.
Some employers will ask for a recognised qualification in administration or secretarial skills. Before you look for PA work, you may find it useful to have NVQ level 2 and/or 3 in Business and Administration, or a secretarial qualification from City & Guilds, OCR (RSA) or Education Development International LCCI.
Most further education colleges offer a wide range of relevant full- and part-time courses. Some private secretarial colleges also offer full-time intensive courses. Please check with colleges for exact entry requirements.
Foreign language qualifications can also be useful for many jobs.
You may be able to get into secretarial work through an Apprenticeship scheme. The range of Apprenticeships available in your area will depend on the local jobs market and the types of skills employers need from their workers. For more information on Apprenticeships, visit www.apprenticeships.org.uk.
What further training and development can I do?
You will be trained on the job in company procedures and systems. You may also be able to work towards an advanced qualification in business administration whilst you are employed.
Relevant qualifications include:
- OCR Higher Diploma in Administrative Procedures
- City & Guilds Advanced Diploma and Higher Professional Diploma in Business Administration
- NVQ levels 3 and 4 in Business and Administration.
As your career progresses, you may find it useful to join the Institute of Qualified Professional Secretaries (IQPS), for networking and professional development opportunities.
Where can I go for more information?
Suite 46424-28 St Leonards Road
Windsor
Berks
SL4 3BB
Tel: 0844 8000 182
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
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What salary and other benefits can I expect?
- Starting salaries are around £18,000 to £25,000 a year.
- Earnings in some large organisations can reach £30,000 to £40,000 a year.
Figures are intended as a guideline only.
What are the hours and working conditions?
Your typical working hours would be 9am to 5pm, Monday to Friday, possibly with extra hours to meet deadlines. Flexitime, job sharing and part-time work may be available.
You would be office-based, but you may sometimes travel to attend meetings and other events.
What skills and knowledge will I need?
- excellent organisational skills
- good written and spoken communication skills
- accuracy and attention to detail
- a calm and professional manner
- 'multi-tasking' ability
- excellent computer and administrative skills
- a flexible and adaptable approach to work
- the ability to work on your own initiative
- tact and discretion, for dealing with confidential information.
What opportunities are there?
Jobs may be advertised in the local and national press, Jobcentre Plus, and by recruitment agencies.
Career prospects are good, and you could take on more responsibility by moving to a larger company or working for a more senior manager. Promotion to a managerial position or into a specialist role may be possible.
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