Personal Assistant Job Information | National Careers Service

The work

Your duties might include:

• screening telephone calls and handling enquiries
• organising your manager’s diary and making appointments
• dealing with letters and emails
• writing letters and producing reports and presentations
• arranging meetings
• organising and maintaining office systems
• taking notes at meetings
• making travel arrangements
• looking after visitors.

Many managers rely heavily on their PA and give them a high level of responsibility, so in some jobs you may have extra 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.

Hours

You would usually work standard office hours Monday to Friday, possibly with extra hours to meet deadlines. Part-time work may be available.

You would be based at an office, but you may sometimes travel to go to meetings and other events.

Income

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.

Entry requirements

To work as a PA, you should have proven experience of administrative work. You should be computer literate and be able to use a variety of office computer software packages. Having extra skills like shorthand or audio typing will be an advantage.

Office temping can be a good way into this role. You may also be able to do this type of work through an Apprenticeship scheme. You will need to check which schemes are available in your area. For more information, visit the Apprenticeships website.

• Apprenticeships

Employers will look for a good standard of general education. It may help you if you have some GCSEs including English, or a recognised qualification in administration such as:

• BTEC National Certificate/Diploma in Business (Administration)
• the 14-19 Diploma in Business, Administration and Finance
• work-based qualifications such as the NVQ Certificate and Diploma in Business and Administration at levels 1-4
• City & Guilds Certificate in Business and Administration
• OCR Certificates and Diplomas in Administration (Business Professional), levels 2 and 3
• Education Development International (LCCI) Awards in Business Administration, levels 1, 2 and 3
• secretarial qualifications such as awards in word processing or audio-transcription - these are available from a range of awarding bodies such as City & Guilds, OCR and EDI LCCI.

Most further education colleges offer a wide range of full-time and part-time courses in administration. Some private secretarial colleges offer full-time intensive courses. Please check with colleges for exact entry requirements.

Foreign language qualifications can also be useful for many jobs.

Although not essential, having a business-related BTEC HND or degree could help you find a job with a higher level of responsibility.

Training and development

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 working.

Relevant qualifications include:

• OCR Certificate and Diploma in Administration (Business Professional) at levels 3 and 4
• NVQ Diploma in Business and Administration at levels 3 and 4.

As your career progresses, you may find it useful to join the Institute of Professional Administrators, which will give you access to networking and professional development opportunities. See their website for more information.

• Institute of Professional Administrators

Skills and knowledge

To become a personal assistant, you will need to have:

• excellent organisational skills
• good written and spoken communication skills
• accuracy and attention to detail
• a calm and professional manner
• an ability to carry out several tasks at the same time
• excellent computer and administration skills
• a flexible and adaptable approach to work
• the ability to use your own initiative
• tact and discretion, for dealing with confidential information.

More information

Institute of Professional Administrators
Tel: 020 7091 2606
www.inprad.org

CfA - Business skills @ work
6 Graphite Square
Vauxhall Walk
London
SE11 5EE
Tel: 020 7091 9620
www.cfa.uk.com

Opportunities

You could work as a PA in all kinds of company, particularly in larger companies, education, local authorities, central government and the media. Jobs may be advertised in the local and national press, by Jobcentre Plus and by recruitment agencies.

With experience, you could take on more responsibility by moving to a larger company or working for a more senior manager. Promotion into management may also be possible.