This story gave me a warm glow

Here is the most wonderful story which gave me a warm glow. It came from Samantha Edwards, of St Helena School Colchester, who is a subscriber to this news service.

Samantha wrote to us about a competition she had entered. My colleagues and I in the SEA were so fascinated we invited her to tell us more. Here is the full story….

I have been working in a school now for 7 years.  I’m currently working in a challenging secondary school with 1000 pupils.  I work for the four Heads of House, and 3 subject departments, so my day can be extremely busy.  I was originally in retail then I decided I wanted to work in administration, so I did attend college and gain my CLAIT qualification, I already had RSA1 from school, but really needed a lot more than that to get in a school.  While in my first year at school I did my NVQ level 2 in Business Administration and am about to start my NVQ level 3.  This is my 3rd year at St Helena and I enjoy my job very much. 

I entered a competition for ‘European Smart PA/Secretary of the Year 2008’.  I had to answer 7 questions and get one of my bosses to write something nice about me, we emailed it off and I was chosen for the finals, to be held in Paris on the 7th November 2008. 

I was totally amazed at the high level of the other PA’s, and I did question myself about how I possibly got through.  But I also know how hard we do work and how a school would suffer if we weren’t excellent at our jobs.  I do hope this gives other administrators encouragement to reach their own personal goals.

When I was in Paris I was up against others, from European countries, like Finland, Luxembourg, Slovenia, Cyprus, and I was the only entry from England.  I came runner up and was absolutely astonished.  The other ladies were massive PA’s who worked for major companies.  The day was amazing, we had a written exam to start with then, I had to present a 5 minute power point presentation to 7 judges.  Then we went down for a lavish lunch with the judges then the winner was announced, and it was Cyprus that won.  I won several prizes, a weekend break in Barcelona, a Christmas hamper from Harrods, a spa day at Champneys and a gorgeous crystal paper weight.  And the title of European runner up will look very impressive on my CV.

I thought it would be a nice story for you, because we as support workers don’t often get much credit in schools, and also other support workers might enter next year if they keep a lookout.

Samantha also sent us (at my request) her entry for the competition – here it is below. I found it fascinating reading.  If any of you have stories you would like to share with us please email anne@firstandbest.co.uk

Tony

European Smart Secretary/PA of the Year Award

1. What is the most challenging thing you have ever been asked to do as a PA?

The most challenging thing I have to do once a year is arrange the whole school trips day. First we ask the students what trips they would like to have, then we choose from the most popular, then I arrange coaches and phone the venues to expect us, collect the monies and do all the health and safety forms. But not all the 1000 students can go, we have a criteria for the best behaved and the most attended students, so generally that leaves just under half the school eligible to go. But the most challenging part of that is the students left behind still have to be taught. So it’s a case of collapsing the school timetable for the day and putting in place a new one, to accommodate the students in school and the teaching staff left behind to teach. That can get very complicated and confusing, but it’s always a job well done. And every one has a great day.

2. Please give an example of how you have used original thinking in the workplace.

The best example to use would be when I have to use a database to show staff what students for example can leave the school premises at lunch, I make a spreadsheet and put it on our staff info share page so all staff can access it. It then stops all confusion and basically if the students name isn’t on the list then they cannot go out. We use many databases for student information. It’s a good form of communication within the school.

3. If you were boss for the day, what three things would you change/do differently?

Firstly I would give myself a pay rise, because I'm worth it, I work very hard and am always here for my four Heads of House. Secondly I would change our current office and go back to what we had, which was one huge room where we could all share information and be part of a team. I’m now isolated in an office with two offices off from mine, so now heads of house share with 2 others and walk past me into their offices, I no longer hear information about students or feel part of the team. Thirdly, I would like more positive things to happen in the head of house office, we always deal with negative situations, and to have some happy things happening would be great for us and the students.

4. What is the most complicated itinerary/schedule you have been responsible for arranging?

Apart from my answer in question one the other hardest part is arranging multi agency meetings. I have to ring up all the people we wish to invite into school, plus parents, make sure teaching staff are also available and the meeting room is available. You often find once you are half way down the list and have luckily got some people available only to find the next person isn’t, then you have to start again, but you do get there in the end.

5. What has been your greatest achievement?

My greatest achievement in my office has been re-developing the whole school filing system. We have a 1000 students here, all with school files, when I first started here 2 years ago the filing was horrendous, it was crammed into cabinets but very untidy and messy and you could never find anything. I have redone each file, tidied it up and put each file in its own named cradle and colour coded each house. Each year group is well spaced out in two filing cabinets and all labelled up clearly and neatly. We no longer have any problems finding a students file. It has made my job and everyone else that files a lot easier and quite enjoyable.

6. How would your boss describe you?

My four heads of house would describe me as being the best PA they have ever had. I’m always on time to work, am always pleasant and happy, I deal with the students and staff always with respect, I’m always courteous to parents when they phone up, I’m always happy to help where needed. I’m always up on the current information; I know all the internal phone numbers for when they call out for a number. I make great coffee. I always remember all the birthdays and arrange accordingly. I always have their work done by the deadlines. They wouldn’t want to be without me.

7. What is your best tip to anyone wanting to become a successful PA/Secretary?

Mainly I would say enjoy what you do. Learn new programmes in IT, take all available courses, always keep your ears open and always be there for your boss. And learn to make the best coffee.