My bosses think they're being helpful but it could turn into all out war....

[slightlyonedgemum]

My office has been getting quieter and quieter (building trade) so the secretaries don't have much to do. I used to be one of 'them' but now do accounts as well as admin. Today the boss told one of my seniors that they want one of the secretaries to 'help' me by starting/doing an archive (I've not got round to it for ages and it's beyond a joke) under my supervision. I told my senior (who already knows this) that I'm a bit concerned as this lady can't even file in the right places. I know it sounds silly but if she cocks up and I notice I'll have to redo the whole thing, if I don't, we'll never find it again (just had an audit which mentioned filing...).

My other issue is she's nearly double my age, notoriously won't do as she's asked by people older and more senior (does things her way) and tends to get bitchy (she has a negative attitude). The only reason she will do this is because she is part time and is panicking she'll be made redundant. This doesn't mean she'll do it well.

My plan so far, is to give her small jobs (thus easier to check theoretically) and hope smiling gets me away with the rest. Any other ideas?!

Difficult situation but you can't (and shouldn't) keep covering for this woman plus you're doubling your work load.....why exactly?! Is there any way you could suggest using a different secretary? She does sound like a stubborn ole bird so avoidance may be better than confrontation? Try not to get drawn into this situation in the first place as it sounds like you're the one that will lose out!

Have a quite word with the bosses and suggest someone else. It is pointless having someone that will double your word load. I think you have to be honest. We do this often at my place. We have a couple of people that are useless but the union are protecting them so they end up standing in a corridor greeting people. One lady I'm thinking of can't even take phone messages correctly! I think you need to get tough and stick to fingers up at her being negative towards you.

Oh! I forgot to say it might give someone else that's capable a step up the ladder or a new opportunity. Could you canvas the others without making promises?

Just raise your concerns with your manager, say that it's an excellent idea but actually in practice you would like someone else to assist you, and explain why. It doesn't have to turn into war.

I'm not sure why the fact that she is nearly double your age is an issue for you? Her attitude and capabilities, yes, but her age?

I won't cover for her at all. In my annual review I told my boss that she didn't like doing the filing and he said they'd realised they need to 'work to people's strengths'. Now I'm wondering what planet he's on! If/When she gets it wrong I will make sure that my seniors (and boss) know that it's taking me time to sort out the mistakes. I tend to leave ones I've spotted so they notice but am beginning to wonder if the bosses don't see reality. Unfortunately she's the only secretary available as her workload has gone quiet-the others haven't. I also have no fear of telling the bosses that she's unwilling but to be honest they'd be daft (once again) not to notice.

Unfortunately we got rid of 'juniors' and got 'team secretaries' what this effectively means is the secretary's are doing juniors work. I'd happily have a teenager in and train them up!

As for the double my age thing, she will have a big issue with this. If my (and her) senior is out she insists on doing everything (wrong) even though she knows I can (and used to) do it well without stress (she's a 'flapper'). It gets so bad the bosses give me secretarial work behind her back if they want it done well.... I'm happy working with people of all ages as I've grown up in a church so am used to doing that!

If she will be under your supervision you can insist on her doing what she should be doing and you doing what your job is, it's not a question of her deciding to do everything because she thinks you can't. If you're her supervisor you can tell her what to do or not to do.

Similarly if she's under your supervision and you are fine with the age difference then it's not your issue, it's her issue. You should focus on her actions or inactions and pick her up on them, without worrying about or acknowledging the reasons you think she is acting the way she is.

I wouldn't leave her mistakes in the hope someone will notice. If she is under your supervision you are ultimately responsible. Correct them, record them, flag each and every one up with her and report back to your boss regularly with a list of the mistakes you've had to correct that week.

Unfortunately I'm not in charge of her, only on this one (and whether anyone would actually tell her this is a different matter).

It amazes me how some people get away with this behaviour and others don't. I would end up being out on my ear! Good luck!

Well even if you're not her usual supervisor, if you are supervising her for this one area of work, you can and should pick her up on every mistake, and document them all to bring to the attention of your boss.

And if she has an attitude problem with you you don't need to be her supervisor to pick her up on it.

Would it be possible for roles to be rejigged so that one of the busier secretaries gets the archiving job and the other woman's workload, while the other woman goes into a purely secretarial role?

If she's useless at filing, then archiving will not be "playing to her strengths".

It just strikes me from a non HR perspective that this is a "washing up" job. If I do the washing up really badly, they'll never make me do it again! Result!

Do you think there's an element of this with this lady? After all she's old enough to be artful..