Personal Assistant (PA)
Camilla West (27), Directors' General, innocent
How did you get into the job?
I'd always fancied working for innocent (having been an avid reader of the smoothie bottle labels), and checked the website regularly for new job openings. When I saw a job advertised relevant to my skills I applied straight away and was thrilled to get it.
Job history: After uni I worked for a start-up corporate training company called The Mind Gym as Operations Co-ordinator. I did a little bit of everything from organising diaries, basic accounting, office management and attending client meetings. After two years I got a job at an insurance company called AKE Limited, and then moved to innocent.
Best bits/worst bits: Free smoothies! I also feel proud to be a small part of this amazing business. I've always enjoyed working in support roles in small companies where what you do every day really makes a noticeable difference. The worst bit is saying "no" to people who want to meet with the company's founders, especially when they're really nice.
Advice for wannabees: If you work hard, are conscientious and believe in yourself, it isn't difficult to advance in this career. If there are no opportunities within your own company, be brave and look elsewhere. It's often easier to improve your level of responsibility and salary by moving on.
Application process
Many personal assistants gain at least two years' office experience before reaching the position. A good way to get in is by working your way up from an office junior or junior secretary. These jobs can be found in office recruitment sections of national newspapers and websites. Recruitment agencies are also useful when it comes to office work; they have entry-level positions for graduates as well as temporary assignments that can lead to permanent employment. If you complete a vocational course after university it's possible to move into a more senior role in faster time.
Job description
A PA works closely with senior members of staff (usually senior managers or directors) to help manage their workload and organise their day. Tasks are varied and a good PA will need an in-depth knowledge of the organisation and staff in order to juggle their workload without stressing.
On an average day a PA will: screen phone calls and deal with any enquiries that don't need to be passed on; make appointments and plan the diary; organise and attend meetings where they often take minutes; deal with emails, faxes and post; make travel arrangements; assist the manager with any projects they are working on; be a spokesperson for the manager in their absence. In smaller organisations, many PAs also get involved in recruitment, budgets and accounts, managing junior staff and HR issues, such as creating staff documents, health and safety and dealing with staff problems.
Skills/experience/training
There is no desired degree subject for PAs, in fact it is one office career for which a degree isn't a prerequisite. Many PAs start out as office juniors and work their way up though sheer hard work and experience they gain on the job. On the other hand, a degree can be useful for learning how to manage your time efficiently, and business and management can look good on your CV.
GCSE English and Maths are essential CV fodder. Other qualifications that are recognised in the industry include the RSA Word Processing diploma, the London Chamber of Commerce and Industry (LCCI) courses and Pitman Training.
You'll need to prove you have excellent word processing skills and know your way around database and spreadsheet software such as Excel and Access. Stand out from the crowd by learning basic first aid, gaining knowledge of the health and safety issues in offices and learning shorthand.
Personality/Who would it suit
"When you are organising other people you need to prove that you are organised, have a good memory and are totally unflappable," advises Camilla. "Things happen very fast and change all the time."
Good communication skills are vital, but it's just as important to know when to keep quiet as when to join in. PAs work closely with senior members of staff and often read their emails and sit in on meetings, so it's expected that you will remain discreet. If you're the sort that can't wait to share the latest gossip with colleagues down the pub every night, you won't be reaching the top in this job.
Career prospects
Prove that you're an asset to the company and you'll move up the ladder in no time. You may find yourself taking on the responsibility of managing more junior staff. The nature of a PA's role is to gain an understanding of the whole organisation, so if you're in the right company, they may encourage you to skill up and move into another field, such as Human Resources. Some PAs even take this business knowledge and use it to become managers in their own right.
Starting salaries generally range from £14-19k. As your responsibilities develop, so will your salary. Senior PAs can expect to earn between £20-35k. Salaries can be dependent on where you are based geographically, and the industry you are working in.
Got a career you want us to cover? Just let us know and we'll do our best to include it in this section.
by Hannah Jolliffe
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