PA and Secretary Community - Deskdemon.com

Dear Fellow Deskdemoners,

Here's the scenario: I have a new Assistant Admin starting this week with me, to be shared half-time between me and another department.  Bossie has decided that our Admin should also cover reception an hour a day when receptionist has her break; receptionist's vacations, my vacations, the other department's vacations and any sickleave we all have.  In addition, I really need this Admin in the office during six to twelve weeks during the year to help with compiling papers for meetings.  

Bossie has also decided that we all have to co-ordinate our vacations so that only one of us is on vacation at any one time.  As it is, I have to be in the office over twenty weeks a year to cover Bossie's vacations and to prepare for and attend meetings.

The worst of this situation is that our new Admin hasn't even been told that she will be doing relief reception duties as part of her job - that was decided after the interview and after she had accepted her job.

I am sure there are "good business reasons" for this, but mostly it's about saving money on temps.  I worked out this weekend that there will only be certain weeks during the year when we are each able to take any vacation and we will only ever get Christmas vacation once every four years.

I've tried to explain to Bossie that this ties us all into too rigid a work schedule and isn't reasonable,  but she just expects me to be able to co-ordinate all the vacations, sickleave, work schedules and so on.

I've spent quite a few hours this weekend trying to work out a schedule, and it's an unworkable mess.  Any ideas how I can deal with this situation?

Raindance

oh Man, Raindance, if whacking Bossie in the head with da phone didn't at least make you laugh.....

Okay seriously, why not bring the team concerned into this, rather than trying to solve it yourself.  It's not going to usurp your authority to present the problem to the two others concerned and try to come up with :
1.  A team apporach for working out the schedule OR
2.  A group response to Bossie's edict that you perform the impossible.

The new person, well no help there, would YOU complain your first few weeks on the job? Though she may not be overly thrilled to be drafted to reception I doubt seriously that she'll walk the long walk because of it. But it might set the tone for your working relationship with her in the future if at least you, are apparently listening to her needs, since bossie so obviously isn't and the poor thing hasn't even started yet.

Of course, smiling that professional smile and not speaking ill of bossie will be of paramount concern when you hold this meeting.  Since you've already expressed an objection to Bossie speak very softly in this regard, lest you be thought of as rabble rousing, present any arguements the others come up with factually, and with as little "I told you so's " As possible.

Anyhow at 11:30 on a Sunday night, the best I can come up with is to hold a sit down meeting with the three of your concerned with this pain in the backside schedule and determine that it's probably not going to work, then make a list of the objections and schedule the same meeting with Bossie to go over them.

My Sunday Night Tuppence...

Edited by andream on 21/04/02 11:41 PM.

Ohhh, dear. I hope bossie listens to reason - and if he doesn't, well, he might change his tune after he can't go on holiday.

Speak softly and carry a big stick.

Bethalize
Deskdemon Forum Board Staff

Edited by bethalize on 22/04/02 03:09 AM.

Thank you so much for your replies and advice.  I shall definitely put it into practice. Let's hope it works.

Thank you again.

Raindance

Thought: you could go to her with the requirements and say that you can't see how to do it, perhaps she could help? Then watch her squirm.

Bethalize
Deskdemon Forum Board Staff