Active discussions

Meet the Other Phone. A phone that grows with your child.

Meet the Other Phone.
A phone that grows with your child.

Buy now

Please or to access all these features

Talk
Work

Chat with other users about all things related to working life on our Work forum.

Original poster

PA boundaries and 'admin support'

205 replies

stressedoutpa · 20/02/2018 21:31

I started a new job before Christmas as PA to three directors. It's early days and I am still finding my feet but since starting I have found out that I am also expected to provide admin support to the three teams.

Without going into much detail, I am already busy with the three and various events/exhibitions and I am also being asked to complete random unrelated tasks for the teams which are often last minute; flights, hotels, car hire, taxis, po requests, couriers, post, etc. etc.

I could honestly scream..... I feel so frustrated. I left a 1:2 PA role for this job but this is more 1:25.

Clearly, I need to discuss this with my line manager but having spoken to one of the other directors and one of the PAs, the expectation is that you need to do what ever is asked.

At which point did five people's jobs become one PA job?

OP posts:
Original poster
stressedoutpa · 26/02/2018 18:50

I know. He said I should speak to him first because 'It's courtesy'.

I have literally had no time with my line manager because it has been bonkers. He always give me a pained expression if the conversation runs into three sentences hence I don't talk to him a lot! Confused

OP posts:
Original poster
stressedoutpa · 26/02/2018 18:52

My thoughts exactly, ItLooksABitOff.

I spoke to good friend about it over the weekend and she was suggesting I should give it longer but I said it would have much more of an impact if I kick it to the kerb now.

OP posts:
Polarbearflavour · 26/02/2018 18:53

It seems like you are best off out of there Stressed!

FrozenMargarita17 · 26/02/2018 18:58

I sympathise because my job is the same. I am on maternity leave though. Unfortunately I found it was just the nature of the job..

Original poster
stressedoutpa · 26/02/2018 19:33

It never used to be like this, Frozen, but I guess they killed off all the admin staff. No one wants to do admin because they are too important so it gets palmed off on PAs.

OP posts:
FrozenMargarita17 · 26/02/2018 20:12

That's exactly it. You find that team admin are no longer there and suddenly you're doing it all anyway.

ItLooksABitOff · 26/02/2018 20:14

Stressed did you have a chance to speak to your line manager yet?

My office still has team admin, but admin can be charged to the clients, it's not just overhead. maybe that's the difference.

People here generally book their own meetings etc.

ItLooksABitOff · 26/02/2018 20:16

the red flag for me Stressed is when the other PA you spoke to said that that is the way the job is. I'm still Confused as to what your ex-manager thought would happen.

Original poster
stressedoutpa · 26/02/2018 20:29

No, not yet. Had a face like a smacked arse all day so I will do it tomorrow when hopefully I will be feeling a bit better. Will simultaneously hand my notice in.

I know, ItLooksABitOff. That gives me no hope whatsoever. When a member of one of the teams comes in with a courier booking, a special delivery envelope, a request to raise a PO, a meeting room booking, a travel booking, a hire car, printing, binding, they all get pushed in my direction. Hmm

Might invest in one of those ticket things you get at the cheese counter.... Grin

OP posts:
expatinscotland · 26/02/2018 20:40

'When a member of one of the teams comes in with a courier booking, a special delivery envelope, a request to raise a PO, a meeting room booking, a travel booking, a hire car, printing, binding, they all get pushed in my direction. hmm'

That's ridiculous. They don't want to pay for enough admin staff and/or the team feel they are above doing stuff for themselves or they are similarly understaffed.

Original poster
stressedoutpa · 26/02/2018 20:49

I pushed back on someone today and they immediately emailed nice boss to say it was admin and should be my remit. What they don't realise is all his emails are copied to me....

Yes, they simply don't have enough staff to do the work. That's not my problem though.

OP posts:
expatinscotland · 26/02/2018 20:51

'I pushed back on someone today and they immediately emailed nice boss to say it was admin and should be my remit.'

Time to move on and don't take no for an answer.

ItLooksABitOff · 26/02/2018 20:54

YY to PP. Don't want to pay for admin, don't set a clear expectation that people have to do so-called easy admin tasks themselves, expect you to do it all. Fuck. That.

ItLooksABitOff · 26/02/2018 20:55

I wonder why the last one left....

Original poster
stressedoutpa · 26/02/2018 20:55

I know.

Sad thing is, they are incredibly inefficient. I could revolutionise how they work but other than nice boss I don't think they have a clue how to use a PA. I don't have the time or capacity to change that.... Sad

OP posts:
Original poster
stressedoutpa · 26/02/2018 21:02

She left because she was miserable and unhelpful apparently.... Confused

I reckon if I stay I will head the same way.... Grin

OP posts:
Want2bSupermum · 26/02/2018 21:11

When you get a chance to speak to the director who is your line manager i would tell them 'Doing admin tasks for more junior persons in the office, that they can do themselves, doesn't allow me to get the work done that enables you to be managed properly.'

PrincessScarlett · 26/02/2018 21:24

I was a London PA for 20 years. The role has definitely changed for the worse. I used to be a valued team member, held in high esteem, able to run projects with some authority and was damn good at it.

In the last 6 years I have been passed around numerous departments without consultation, given all manner of crappy admin tasks including endless printing and refilling printers/fixing photocopiers, had numerous bad moods taken out on me and hardly ever received a thank you.

Needless to say I have had a career change!

ItLooksABitOff · 26/02/2018 21:36

'She left because she was miserable and unhelpful apparently"

nice bit of gaslighting from the company there. Red flag, red flag, red flag....

imo nice boss has totally mishandled this. It actually does sound like they really need someone to make things more efficient, but to do that you need to be empowered. He should have made it clear you've been hired to sort out processes etc. and that everyone needs to back the eff off and do their own stuff until things are sorted out. Clear expectations and boundaries from the start would really have helped you succeed. Dicks.

Original poster
stressedoutpa · 26/02/2018 21:48

I am not surprised that she was miserable and unhelpful. In the current set up, I think it is totally understandable.

They do need an overhaul but it will be very difficult within the current set up. They need to objectively look at who is doing what and set clear boundaries going forward.

OP posts:
expatinscotland · 26/02/2018 21:56

It's not your problem or remit to revise their set up. Walk away and don't look back, they'll never change.

ItLooksABitOff · 26/02/2018 22:15

+100

Original poster
stressedoutpa · 26/02/2018 22:26

Thanks everyone Flowers

Have felt like I am going bloody mad at times!

OP posts:
ItLooksABitOff · 26/02/2018 22:29

You aren't. It's them, not you. Stay strong and hand in your notice. x

Polarbearflavour · 26/02/2018 22:46

An old boss of mine told his team I was his PA and not a team secretary! That’s what a decent boss does. They should hire an administrator or office manager really and encourage the team do do their own printing/shredding/travel/expenses etc.

In my old job, the guys would regularly tell me the men’s loos had flooded and had I rang the facilities help desk yet. How was I meant to know and why is that my job? On another occasion I was off and there was a leak in a meeting room. They waited a whole day to ask me to do it on my return and would I mind mopping up the water? It was a NO to any cleaning duties, I was an EA not a cleaner or maintenance person. The leak was so bad as it had been left so long the ceiling caved in. All because none of them would put in a call to the help desk as that was beneath them.

In the end I just stopped sorting out the printer, stationery and IT issues. It’s amazing how quickly people can learn to do things for themselves. Well, probably. It was left to me to do the classified waste burning bags. When I left, the bags were overflowing and nobody had ordered any more, the printer was broken, the stationery cupboard key was “lost” and the lazy sods has no idea how to get a locksmith! Halo

I left a huge stack of shredding in a filing cabinet too that somebody had asked me to do.

Swipe left for the next trending thread