As a housekeeper, one of the key responsibilities you have is managing the wardrobe of your household. Keeping the wardrobes and dressers organised not only helps in maintaining a clutter-free space but also ensures that family members can easily find and access their clothes. In this blog post, we will delve into some tips and tricks to help you master wardrobe management efficiently.

1. Declutter Regularly

The first step in efficient wardrobe management is decluttering. If you are a housekeeper this can be tricky to approach. Encourage time spent with principals to go through their clothes regularly and get rid of items they no longer wear or need. This not only frees up space but also makes it easier to organise the remaining items.

2. Organise by Category

When organising the wardrobe, it’s helpful to categorise clothes by type (e.g., tops, bottoms, dresses) and then further subcategorise them by colour or season. This makes it easier to locate specific items and creates a visually appealing display.

3. Invest in Storage Solutions

Utilise storage solutions such as wardrobe organisers, drawer dividers, and garment bags to maximise space and keep everything neat. Consider using clear containers for items like accessories or shoes to easily see what’s inside. Use the correct coathangers and store handbags and shoes in the soft bags they came with. This helps protect them from damage and dust.

4. Rotate Seasonal Items

To optimise space in the wardrobe, rotate seasonal items. Store off-season clothes in vacuum-sealed bags, storage containers or wardrobes in another area of the house to free up space for current-season items. This also helps in keeping the wardrobe clutter-free and keep in a temperature-controlled climate area, this is a large part of wardrobe management.

5. Maintain Regular Maintenance

Make it a habit to do a quick wardrobe check and organisation session daily or weekly. This will prevent clutter from accumulating and ensure that everything remains in its designated place.

6. Label Everything

Labelling shelves, bins, and drawers can help everyone in the household know where things belong. This helps in maintaining organisation, it may not be possible to do this and for it to look pleasing to the eye. In this case, I would suggest that you create a floorplan and label this with the layout of items. 

7. Keep an Inventory  of items

Many principals have multiple homes and often move items from one location to another. Without an inventory or a system that tracks item movement this could become a real issue. 

Many apps deal with wardrobe management. Some focus on the outfit choices rather than the items stored so do some research before you put all the effort into a program that does not deliver. Inventories allow for an organised system and whilst lengthy to input at the beginning when in operations and well maintained provide an excellent system worth its weight in gold. If space is an issue and often this is the case then inventories allow you to input where items are stored.

Stylishcious lets you add items to your calendar seeing what was worn for events or what is to be worn. Allowing the housekeeper to prepare and advise, check if they are clean or if last-minute sewing is needed. This could be something really useful to have as an app. 

Closet space lets you upload an image from your camera, from a saved image on your device or copy-paste a URL where the image is saved on the web. You can group items in several ways (colour, garment type, number of times worn and date last worn), create lists and outfits, code outfits according to event (e.g. work, evening), and save outfits to a calendar date. You can also ‘archive’ items which aren’t currently being worn (e.g. winter coats).

8. Tailoring and Alterations

Understand the importance of tailoring and alterations and are willing to invest in getting their clothes tailored to their specific measurements. This attention to detail is what sets them apart and gives them that impeccable, put-together look.

Wardrobe management is usually a large part of the housekeeper’s role and can be rather time-consuming. Having a good system in place is essential. Allowing you to stay on top of it as well as performing all your other tasks. 

Did you know that we provide training and consultancy in wardrobe management? We can provide invaluable assistance and advice. Contact us today to explore how we can support you.

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Understanding the Role of a Family Office

Firstly, they are not an office space in the property for the family to work!!! Family offices are private wealth management firms that serve ultra-high-networth individuals (UHNWI). They are there to deal with the complexity of families or private individuals’ lives.
They undertake many duties such as wealth, managing household staff, dealing with assets, making travel arrangements, payroll and legal affairs. https://en.wikipedia.org/wiki/Family_office

Who Works There?

Job roles within the family office may consist of the following:

CEO-Chief Executive officer is required to have expertise in operations management
CFO-Chief Financial Officer required to oversee budgets, assets and tax
COO-Chief Operating Officer-responsible for overseeing all assets such as planes, houses and security
CIO-Chief Investment Officer-Required to develop investment strategies
Legal counsel-Required to have knowledge of the Law and provide legal guidance
EA-Responsible for for managing the communications and schedules of company executives
PA-Mainly responsible for administrative tasks and arrangements for UHNWI

Do They Look After One Family?

At times yes and sometimes multiple. Very often we find that many family offices start just taking care of one family and then branch out via word of mouth and good reputation often from the client referring to the good work the office does. This can reduce costs as many people can manage more than one client throughout their working week. Often referred to as SFO a single family office and a MFO multiple family office.

There are currently over 179 registered family offices in London alone and more than 1000 in England.

What is the Difference Between a Hedge Fund and a Family Office?

Family offices tend to manage the assets of a wealthy family or group of families. Usually for ultra-high net worth families who have a high degree of complexity managing finances. A hedge fund offers asset management to investors. They take large amounts of capital for numerous clients. A hedge fund can transform into a family office with some slight changes to their roles, offering more than just wealth management and will reduce the clientele that they manage.

Family offices are not new, yet they have gained attention in recent years with the number of high-net-worth individuals/families rising all over the world.
Whilst most people interpret the idea of managing money there is more to it than that. A huge amount of time is spent understanding the family’s values and desired goals, enabling the staff to provide a personalized service. Therefore the role of the family is key to the success and smooth running of the families or individuals’ assets and wealth.

Why Do I Need to Know This Information?

Whilst you do not need to know what your boss does for a living there are many occasions where some aspect of your role may require you to be in contact with someone at the family office. Most commonly this is the personal assistant. Often they have information to be passed on information they need to extract from you or the rest of the team at the property.

Understanding the role of a family office will help you if you do find yourself in a position where you have direct contact with them. Therefore good lines of communication are essential. Establishing a good working relationship is essential for the smooth running of operations.

The chief operating officer will oversee the properties, yachts, jets and often security. For making arrangements they will follow the correct communication channels and more than likely this will be through the personal assistant.

We hope you enjoyed this comprehensive guide to understanding the role of a family office. We know that many family offices vary considerably in how they have their setup, so feel free to share your experiences with us in the comments.

At Polo and Tweed, we deal with family offices regularly and understand the role that they play. Working harmoniously with them. We find that we have a good understanding of their needs and they come to us because we can help with training and recruitment under one umbrella. If you’d like to chat with us, please do get in touch with us here or give us a call at +44(0)203 858 0233 

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What the Roles Involve

There are many combinations of what domestic couples do, here are a few:
HK & Maintenance
Nanny & butler
Nanny and Gardner
PA and Chauffeur
Cook and Gardner
Perhaps all of the above is something you are currently doing. As well as your daily duties you may both have to help in other areas such as helping with service during entertaining

Positive Factors

Bear in mind that the with the power of two there will be two incomes or a combined salary, with many roles offering accommodation as part of the package. This will usually include all utility bills and council tax also being covered. With the cost of living currently this is a huge factor to consider when applying for a job or considering accepting a job . This set up allows the couple to save and make a plan for the future. It can lead to longevity in the workplace, which brings principals satisfaction, builds trust and respect.
Couples who communicate with each other about their work may have higher levels of relationship satisfaction.They will be accustomed to conversing well and working together resulting in the smooth running of the house. This can create a supportive and fulfilling environment, just try and keep this during the working hours.

Negative Factors

Managing work boundaries as a domestic couple can sometimes be a challenge, and not bringing home life to work is really important. There may at times be a difference of opinion, perhaps a way of doing something or conflicting priorities. There is no sole person in charge to go to for help. There may be a family office but always someone to answer daily questions.

Relationship

It can build a stronger bond. There is of course already teamwork and respect. Working towards common goals and learning to understand each other’s strengths and weaknesses, helping with that when needed. This can reduce stress, gives the sense of teamwork, decision making and problem solving together. It can be another pair of shoulders so to speak to take on the stress. Working together allows you to help each other where needed, therefore less likely to feel overworked.

Don’t Take Work Home with You

Personal and working lives are deeply entwined when working as a domestic couple. However, this can lead to an understanding of each other’s daily duties. Think of all the time saved at the end of the day conversing about the work day. Spend time talking about future plans and quality conversations that make you happy. Work related stress can affect your sleep quality and this can make you tired at work and difficulty with completing tasks or with attention to detail. However, with your partner by your side this can reduce work related stress. There is an immediate understanding without the need for a long winded explanation.

Location

If you do not have particular ties to an area then you can of course live anywhere. This broadens your search for work(subject to the legal right to work overseas). The world is your oyster. It means you can essentially start a new life or enhance your existing one to somewhere you only dreamed of working in the past.

Some domestic couples are often needed to work in multiple properties together. This can be seen as flexible for the principals, leading to consistency in each property and an advantage or perk of the job for the couple, the idea of working at the Bahamas beach villa for part of the winter can seem rather appealing.

The Power of Two: Thriving in Domestic Couple Careers. Get ready to embark on a rewarding career together in the world of luxury domestic service. Your dream job may be closer than you think and Polo & Tweed are here to help you achieve it. Get in touch with us today or visit our vacancies page for the latest roles.

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How to Begin

Leaving yachting is a big decision. Luckily the extremely high standards of working on a superyacht acquired skills can transfer directly into a private household. Some crew may have already dipped their toe in this whilst onboard. The yacht owners sometimes like crew members to help in houses to train staff,  cover for absences or help with a large party. They understand they have an excellent ability to preempt and problem-solve. This counts for a lot and in turn, means the principals can step back and allow them to do their job and take care of all needs and requirements. For those who have not yet been given the opportunity to work ashore then all is not lost, many recruitment agencies realise what an asset an ex-yachtie is in private households. 

Attention to Detail

Only the best will do, yet this won’t be an issue. Yacht crew are taught and trained to look out for wonky lamp shades, fingerprints on glass and smears on mirrors. Experts in attending to guest preferences, they know how important is it to focus on detail. Understanding the need for privacy and respect yet be ready to jump into action at all times. 

Understanding Hierarchy

There is a definite need for hierarchy on a yacht and most of the time it’s from the captain all the way down to a junior crew member. This chain of command is essential to the smooth running of the vessel. Houses can run similarly. Some roles cross over a little more. Such as butlers often can act as house managers. Housekeepers may often need to help with service or light cooking. As a crew member, this will not phase you as you have already been doing this. Teamwork is something you do with your eyes closed, another reason why yacht crew transition into private households.

Ability to Adapt and Be Flexible

Change happens, but you already know this. Time and time again you have known the schedule of the yacht owners. However, after many years at sea, you have come to realize that change happens. The good thing is, that this does not phase you at all. You have learnt to be flexible and adapt to change, all the crew have. 

What you thought may have been a weekend off coming up has transcended into owners and guests filling the boat and having a party. However, in a few days, the boat will be left with an empty boat that needs a complete turnaround in next to no time. The crew will get this done and when time permits they may get to rest in the sun for a short while. 

How are Superyachts and Houses Different?

All houses or villas will have different materials and surfaces, yachts are generally new and shiny. Some country estates are ancient, dripping in history. Many with antiques that need expert care and handling. The yacht crew will no doubt have a black book of contacts they can call if they require more help. 

You may have direct contact with the owner who will be known as the principal. There may be a family office also, however, the likelihood is that as a crew member, you have already had many dealings with family offices and understand the structure. 

Some houses can be run more informally, with some households without uniforms. There can be shift patterns for working hours and days. There may only be 1 or 2 members of staff.

Animals

Country estates in England during the winter season host shoots. As a staff member, there is a large amount of preparation for this. Although each week it becomes like a well-oiled machine and everyone does their part to get ready for this. It’s more of a case of learning requirements and the etiquette behind it. 

Looking after pets, whilst some yachts do have dogs onboard, many do not. This can be a wonderful addition to the housekeeper’s daily tasks. A walk on the estate with the dog, and getting fresh can make a nice change to being stuck detailing cabins with a small porthole or clearing out a bilge.

Take the Plunge

Making the transition to land from sea can seem daunting. However many houses have staff houses and the properties are used at certain times of the year. Leaving staff to manage their time accordingly allowing for a better work-life balance than at sea. This can be a career for life in the right setting. Yacht crews skills will be welcomed by all, their hardworking ethic and constant strive for perfection can make them indispensable staff members.

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And don’t be put off by the idea that Housekeeping training would take months, or will be completely unaffordable. There are training courses that will only last a weekend or a couple of days, so you could plan them over your days off so you would miss any time off work!

Good housekeeping training will be suitable for you to go work in all types of private households, from family homes to large estates and palaces. It will also give you excellent knowledge if you want to work in the hotel industry.

So what should you look for in housekeeping training?

What to look for in Housekeeping training

When looking for a training provider, be critical and ask them lots of questions. They should be able to tell you about the modules they will be teaching you, the venues, and the trainers they have. Also ask how many people would be in a group. It makes quite the difference if you are in a small group with lots of attention from the trainer, or in a large conference hall where you would not even have the chance to speak to the trainer once.

You can talk for hours, and days about the techniques of removing stains, how to organise a specific room or how to pack and unpack a suitcase. But up until you have actually done it, you will have no idea what it actually is like! A good housekeeping course will have a lot of practical elements. You should be expected to get stuck in and learn as you do. When you will have to do this for your new job, you can confidently say you have done it before and you use tried and tested methods.

Who should do Housekeeping training?

Looking to become a Housekeeper

It does not matter what career or background you come from. You will have decided you want to become a housekeeper, or at least discover if you would like and enjoy it. Doing a housekeeping training course is perfect. Not only will it take you through absolutely all aspects of housekeeping, but you will also learn all the invaluable skills to become a good housekeeper. Doing a course will also give you a very good idea of what it would be like to do this job.

Would you enjoy it? Do you think you can do it? Being a housekeeper can be a physically demanding role and sometimes you do not realise it until you actually do it. So having a couple of days of training will definitely tell you. Finally, as you start applying for housekeeping jobs it would look great on your CV that you have done a training course. It gives your future employer confidence that you have a certain level of skill set. Also shows you are passionate about this career and willing to invest in it.

Already working as a Housekeeper

You might have been working as a housekeeper for a long time, and are looking to update your skills. Sometimes, especially when working for one household or the same family, you get into a certain routine. If you start working for someone else, or the family change house, get new furniture, etc, they might require new or different things. Perhaps they have materials or equipment you are unfamiliar with. Doing a training course will keep you up to date on your skills and could give you a newfound motivation and passion for the role!

Another option, by doing the training, is that your job has the potential to move up to a Head Housekeeping role. After a course, you might feel much more confident to teach new or other staff members in the household and this could become part of your job! Finally, if you are looking to find a new role that might have more responsibilities or might be higher up, a training course again shows commitment and skillset.

Not a housekeeper? – Still do the training!

Even non-housekeepers can find enormous value in doing a housekeeping course. Anyone who works in hotels or private households or resorts of any kind will benefit significantly from understanding all the different facets of housekeeping, and how everything needs to be done. There is so much more to it than just cleaning a space! You could be a butler, a nanny, a house manager or a PA. Working with, alongside or managing housekeepers. It is vital to know what the standards should be, and how things should be executed. You can guide and show the people who are working in the housekeeping department. And there might also be the odd occasion when a housekeeper is ill, and you will have to step in. If you have done your training, there will be no surprises for you. You will be able to step in and keep everything running smoothly.

At Polo & Tweed we run regular Housekeeping training courses, as well as training in situ, open to all backgrounds, skills and abilities. Why not get in touch here to find out more and get yourself booked in?

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Management Staff: Does The Butler Rule All?

Let’s start with what may seem like the most important task: who is in charge of the whole team of staff? This can either be the Butler, House Manager or the Estate Manager.

Back in the day, especially in large traditional British households, the Butler would be the head of staff. In those more traditional, old fashioned days, the Butler would be male, and be directly responsible for and in charge of the male staff, as well as being the overall head of staff.

The Modern Version

The role of the butler has certainly not disappeared. The role of the butler has evolved and has become more modern, certainly. However, in more informal, or more modern households, it now is more common to have a House or Estate Manager be in charge of the running of the house and the staff. The Butler would still have a very high position in the staff hierarchy, right underneath the House or Estate Manager. However in this case the Butler would focus solely on the traditional Butler tasks such as serving food and drinks.

In some smaller households, it could also be the case that the Personal Assistant is in charge of the staff. This is not a formal part of the job role, but as PA’s grow in their private household role, they sometimes get to be in charge of staff management, rotas and payroll too. It could, however, be argued that once the PA takes on these staff management tasks, the role is much more what we would traditionally call a House Manager, than only a PA.

Management Staff: The Head Housekeeper

In a traditional, formal household, the person to follow in charge right underneath the Butler, would be the Head Housekeeper. As with the Butler, in more traditional, old-fashioned households, the Head Housekeeper would be female, and thus also in charge of all the female staff.

The Modern Version

In more informal or modern households, it is still very normal to have a Head Housekeeper. This is mainly suited if there is more than one Housekeeper, perhaps some (part-time) cleaners or laundry staff. Having a Head Housekeeper ensures that the housekeeping and cleaning team is kept in check and trained to the standards of the Head Housekeeper. Often a Butler or House Manager would not be knowledgeable enough about specific housekeeping tasks. Therefore having a specific Head Housekeeper ensures that all housekeeping tasks are being delivered to the best possible standard.

Management Staff: The Chef

In formal traditional households, the staff would consist of three groups. The Butler and his male staff. The Head Housekeeper and her female staff. And finally, the Chef and their assistants. In large households, the Chef would have several (under)cooks and kitchenmaids in the kitchen solely there to prepare meals and be in charge of produce and shopping. Even though the Butler would still be above the Chef in the household hierarchy, the cook would be in charge of the whole kitchen team.

The Modern Version

In modern households, the Cook or Chef is very much part of the whole household team. They work independently, sometimes with another chef. This depends on how large the household is. Often they share shopping and kitchen duties with (one of) the housekeeper(s). Some modern chefs even set the table and would serve the food, if there were no Butler in the house to do so.

The Support Staff in Formal Households

Under the Butler

In a traditional formal household setting, the male staff would report back to the Butler. Here you would find any under butlers who assist the Butler in all his tasks, as well as footmen who mainly wait tables. In modern households, it is quite rare to have either of these members of staff. However, you will still see both in large palaces and estates.

Valets are here too. Often known as a gentleman’s gentleman, this is a role similar to the Butler. However, the Valet focuses more on the wardrobe, dressing and clothing care for a distinguished gentleman. In the Royal Household as well as other large formal households, valets are still a very popular member of staff to have.

A chauffeur would traditionally often be male too, however of course in modern times this is no longer automatically the case. Gardeners and any outdoors staff would report to the Butler too.

Under The Head Housekeeper

You would find all housekeepers and cleaners here, as well as those in charge of laundry and ironing. The Lady’s Maid was traditionally the female version of the Butler or Valet – again in large households and palaces still a very popular member of staff to have. Especially in households where the staff is still split by gender.

Traditionally, if the family have children they would employ a nanny or manny.  Historically, these were typically female gendered roles, however, in modern times both genders take up these positions. These could be nanny’s, maternity nurses, governesses and tutors. Nowadays, having a nanny is probably one of the most popular members of staff to be employed. Sometimes, the nanny role would be combined with housekeeping duties too.

Times Have Changed

A full formal household hierarchy is rarely to be found anymore. Except for large palaces and formal estates, most households have a smaller team of staff. Modern-day technology has made processes quicker and easier modern households often do not have strict titles for different roles anymore. A Butler might be House Manager, PA and Chauffeur all in one role.

How Can Polo & Tweed Help?

Private household staff roles have definitely become more hybrid and all-encompassing, rather than the clear structure of the olden days. If you are looking for any household staff, formal or informal, Polo & Tweed can help! Why not contact us today to find out how we can find you the best staff suited for your household, however large or small.

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What is a DBS Check?

To find out what the difference is between a basic and enhanced DBS, let’s have a look at what a DBS check actually is. You might know the DBS check (which stands for Disclosure and Barring Service) as its former name,  the CRB check (Criminal Bureau Service). The actual certificate, or check, has not changed. The DBS Check gives you a certificate that shows that you are clear to work with children and vulnerable adults. Meaning you do not or did not have any criminal convictions or cautions.

There are three types of DBS checks:

1. Basic DBS. This checks for spent and unspent convictions, cautions, final warnings, and reprimands.
2. Enhanced DBS. This is for people who work with children and vulnerable adults. This Enhanced DBS includes the same as the basic DBS check plus any additional information held by local police that’s reasonably considered relevant to the role being applied for.
3. Enhanced DBS with list checks. This one is the same as the enhanced check, but also includes a check of the DBS barred lists.

Why A DBS Check?

Are you not sure whether you need a DBS Check or not? Firstly, an employer or future employer might ask you for a DBS check, whichever job you may enter. But for certain professions, it is a must to have an up-to-date DBS Check.

An enhanced DBS check is an absolute MUST when working with or near children or vulnerable adults. Here you can think of the obvious jobs, such as nannies, maternity nurses, tutors/governesses. But also, you should not forget any other domestic staff who work in private households. It will be likely you will be working in a household where there will be children. So even if you are not directly caring for the children, for example, you still need a DBS Check. It is also typically requested by most domestic employers as it gives peace of mind to the employer.

How Long Is a DBS Check Valid For?

A DBS check does not have an actual expiry date. This is because it simply checks the information up until the application date. Therefore, any information printed on the DBS certificate will be accurate at the time the check was carried out. It is then up to you, or the future employer, or perhaps the recruitment agency you are working with, to decide whether you need to update or refresh your certificate.

Keep Your DBS Updated

You can opt for the ‘DBS Update Service’, which will allow you to keep your DBS certificate up to date at any time, and it also allows for employers to check your certificate too. This costs £13 per year and is an excellent add-on option. It will save you from having to re-apply for a new check every time an employer requests it, and it will always be ready and up to date for you or any employers to check.

How Long Does a DBS Check Take?

A DBS check can take anywhere from a couple of days (once submitted) up to 30 days. On some occasions, it can take even more. That may be if the police and all the relevant bodies need to carry out further checks on you. You will receive a copy of the DBS check to your current home address. This will be the one used on the form. (and that is why it is so important that you provide us with your full and correct current address, including postcode). You should keep the DBS Certificate as you will be required to show it to your employers/ recruitment agencies.

Why You Should Opt For an Enhanced DBS Check

At Polo & Tweed, we strongly recommend anyone to opt for the enhanced DBS option when applying. This simply is the most complete, most reliable option and it will cover everything needed. Even if you are not (directly) working with children or vulnerable adults, we strongly feel that the Enhanced Check should be done. It will give your employer the peace of mind knowing a complete check has been done. Besides, if you ever were to work near children (for example, at a party or event) you are already covered. It really is the only option for domestic staff professionals.

Get a DBS Check Via Polo & Tweed

Do you now know the difference between a basic and enhanced DBS Check? If you are looking for an (enhanced) DBS, we can help! Polo & Tweed can process an Enhanced DBS (with an optional update scheme) for £88. Polo & Tweed uses the Verify service which means that we save you time and money. You also won’t have to travel long distances to meet with us. Because you can process the application from a remote location. Once you have paid for your DBS we will undertake the following process with you. Contact us here now to get the process started!

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When you have gotten through the sea of CVs and applications, and are at the point of hiring the new PA, the real work starts. It is essential to reference check your OA candidates so you can find a trustworthy and qualified person. Apart from CVs, interviews, and any relevant qualifications you will need to check and verify references. Even if you are doing your recruitment via an agency, and they do all of the checks for you, is it still highly advised that you check the references yourself.

How To Reference Check Your PA Candidates

What type of questions do you ask your PA candidate’s references?

The first questions you ask should be broad enough to give you a feel for the character and quality of your PA candidates. As you learn more about your prospective PA from their CV and references, you can ask more specific questions that will help you find out more. This can be things such as how good of a fit they will be for your company or household. Here are some general questions to get you started:

How long was the PA employed/working for you?

You want to confirm start and finish dates of the PA candidates’ previous positions. This is to verify that they have been honest on their CV. If a PA has wrong or extended dates on their CV, it might be an attempt to show more experience than they have. Any dishonest dates of employment should be a red flag for any employer. It undermines their honesty and actual experience.

Why did they leave previous positions?

Ask this to make sure there are no warning signs on them being a PA. Perhaps they did not enjoy their job – but why? Did they not like that particular position? Or do they actually not like being a PA? Use this information to compare with what the PA candidates told you during their interview.

What were their duties?

Although a PA role can seem quite straightforward, tasks can range enormously. Find out about previous duties. Also, if there were any duties that the PA was not happy to undertake. This will ensure that you know from the start where you stand with what duties the candidate will be able to help you with.

Were they always punctual, responsible and trustworthy?

A good question to ask to get an overall idea of how the PA candidates worked.

How was their attendance/sickness record?

Similarly to above, it gives you an idea of their work ethic, how they worked and if there might be any red flags.

Were they organised?

You want to find out about the organisational skills regarding multitasking, diary management and meeting planning. As well as their work in a family setting, dealing with multiple members of the household etc. If you have a very busy schedule then you need the PA to be able to multitask.

Do they have initiative? Can they work on their own or did they always need instructions?

You’re hiring a PA to help take on some of the work. So you want to make sure they’re up to the task and need minimal management.

How were their communication skills with both colleagues, visitors and superiors?

Great communication will save you time and many headaches. You should get a feel for how well your PA candidates can communicate in their interviews. But it’s best to check with a reference to see if they had any problems with communication while under their employment.

What are their strengths, weaknesses and areas could they improve?

Try to see if there are any big problem areas you haven’t already uncovered from previous questions.

Are there any negative points about the candidate that you should be aware of?

Are they fit, healthy and what are their energy levels like? A PA role can be stressful and having bad health can potentially affect productivity.

Was the PA happy to go the extra mile if you needed them to do something that was not included in their list of duties?

Find out if the PA is flexible enough to help out when something unexpected happens. Such as you’re running late from a meeting and you need a report finished. If the PA is a clock-watcher who has to be out of your door by a certain time, this could clash with your diary and affect productivity. Flexibility is the key on both sides so do ask about this!

Would you rehire them if the situation arose? Would you recommend them for a similar role?

Listen for any warning signs here. Because if the reference says they would not re-employ or recommend the PA then it might be clear that you should not employ the candidate either.

How did the PA handle stress and medical emergencies (if any)?

This is important as there might be high pressure and stressful situations that the PA will need to deal with and you want to make sure they are up for the challenge and won’t crumble under pressure.

Make sure to adjust these questions depending on your company’s or household’s needs. Everyone is different and you will want to make sure a PA is both qualified for the tasks required and they embody the characteristics of a PA right for you.

What To Take From Reference Checking

First of all, make sure that the person who provides you with a reference is not in a hurry because this might affect what they say and how clearly they talk about the previous PA. And don’t be afraid to ask lots of questions. When listening to what they say about their PA, try to also pay attention to what they don’t say and dig as deep as possible for information.

Also listen to their tone of voice, because if they speak enthusiastically about their ex-PA and they don’t stop praising them, that’s always a good sign. However, if they are very short, if their tone of voice is very flat and they want to finish the conversation very quickly, then it’s not a good sign.

At the end of the day, you’re looking for insight into each candidate’s character that you can’t find out from an interview.

How many references should you call/speak to?

If you have the time, you should check as many references as possible, but it’s recommended that you check at least 2-4 recent references.

Are written references enough or should I call/email them?

You can get a much better feel for your candidate through a reference phone call than an email or letter. Written references are never enough. Unfortunately, they can be easily faked or modified and don’t provide much insight. While a written reference may seem easier, a conversation is much more informative and often faster.

What else can be done when checking references?

While checking references, you can have a copy of the PA’s CV in front of you. This so you can double-check dates and duties with the referee against what the candidate has stated on the CV.

How Can Polo & Tweed Help

Knowing how to reference check your PA candidates is an important stage. But don’t let it overwhelm you! With a little work prior to the hire, you can ensure you can find the right PA. We’d love to help with any advice you need, or helping you find the perfect PA. Why not drop us a line today and we can get your search started for an amazing, fully vetted PA.

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Star sign: Taurus

The reliable, patient and responsible Taurus would make a great Live Out Nanny! You have all the qualities to excel as a live-out

 nanny in a busy household. A great new job opportunity could be waiting for you. Did you know nannies can have enormously successful careers? Travelling the world and earning up to £80k! Why not register on our books so you can keep an eye out for the latest live out nanny jobs for you.

Star sign: Aries

You’re enthusiastic, optimistic and passionate, Aries. A career as a House Manager might be your calling! You are determined in what you do. Confident and you need the passion for your job to deal with even the busiest of households. You should check out our free House Management Taster Training course to find out more. 

Star sign: Gemini

With your gentle, affectionate, and adaptable character, you would make a great Maternity Nurse, Gemini! You have the patience and the caring nature to match the job, and your ability to learn quickly is perfect when you are working with the quickly changing world of newborns and new parents. Being a Maternity Nurse can give you great flexibility, and check out the earning potential here.

Star sign: Leo

The creative, generous, cheerful and humorous Leo is perfectly suited as a Holiday Nanny! You will be the perfect addition to a family holiday, providing fun and entertainment with the most creative activities, even during long uninspiring travel journeys. Do you like the idea of travelling to the most beautiful locations for work, spending time caring for children? Then you should sign up for our job alerts and apply as soon as you see the right job for you!

Star sign: Virgo

Your practical, loyal and analytical nature is perfectly suited for a career as a Personal Assistant! You will be able to bring structure and organisation to the busiest of households. Being able to multitask and make everything run smoothly. If you’d like to find out more and find your PA dream job, why not get in touch and keep an eye on our job vacancies!

Star sign: Capricorn

Is there a more suited Butler than the Capricorn? With your disciplined, responsible character, you are great at taking charge. As well as maintaining self-control and do exactly what is expected of you. A great Butler aims to serve. And that is right up the Capricorn’s street! You should check out our FREE Taster Butler training course. Simply to find out if this is a route you should be exploring. 

Star sign: Libra

With your excellent social and diplomatic skills, you could be a great Head Housekeeper, Libra! You will know how to lead a team because you are fair and clever. You also would not shy away from helping out any of your team. To become a Head Housekeeper, have a look at our Management training courses. Or keep an eye on our job vacancies!

Star sign: Scorpio

Scorpio, you are resourceful, brave and passionate – have you ever considered a career as a chef? You have the characteristics we see many amazing chefs have, and there could be an exciting career ahead of you. Working in a private household as a chef might particularly excite you. As you will be in charge of the kitchen. Read all about what it means to be a chef, here.

Star sign: Pisces

With your compassionate, intuitive and gentle nature, have you ever considered a career as a carer, Pisces? It is such a rewarding job to do, and it will really suit your caring nature. We can help you find an amazing carer role if you simply keep an eye on our job vacancies!

Star sign: Sagittarius

Sagittarius, your generous nature, combined with your great sense of humour, would be very much suited in a private household chauffeur role. You would enjoy the aspect of service and helping people, as well as the social side of the role. Keep an eye on our job vacancies to see the next great chauffeur role come up.

Star sign: Aquarius

Aquarius, your independent, progressive nature might be perfectly suited for a gardening job role. You will mostly work independently. There will also be lots of space for your originality to be applied when it comes to landscaping and design. You will enjoy the hard work and independence it can give you – have a read here to find out all about what it means to be a gardener, and how it could become your next career!

Star sign: Cancer

Cancer, your highly imaginative, sympathetic and loyal character is perfectly suited to the role of a Live-In Nanny. When living in, you will bond with the family and children in a great way. In a way that you would enjoy and be very good at. You will be full of ideas for activities for the children. And you would enjoy every minute of it. So why not have a browse in our job vacancies to see if there might be a nanny role suited for you, and to understand more of what it would mean to be a nanny!

Did you like the Polo & Tweed Career horoscope? And more importantly, did you recognise anything with your star sign? If you are interested in any of the potential job opportunities or career paths, we can help! We always love to chat, so whether it is training or job opportunities you are after, simply contact us here now and we look forward to speaking to you. 

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Here is our guide to understanding the great range of tasks a personal assistant can do and those tasks that you should certainly not ask of them.

Tasks a Personal Assistant Can Do

We’ve broken the tasks into three categories – easy, challenging and complicated.  Of course, this isn’t an exhausted list, there are many more duties a PA will be able to do.

Easy:

1. Manage your personal diary with appointments, meetings, adjusting the schedule when changes are made, and updating the cloud or workflow system in place.
2. Writing and drafting emails on your behalf. Screening and prioritising emails that need urgent attention.
3. Handle bills, paying bills and liaising with the accountant/bookkeeper.
4. Filing paperwork and ensuring that deadlines and any bill submissions are met in a timely fashion.
5. Buying and sending gifts.
6. Managing the phone and incoming calls.
7. Errands (such as dry cleaning, getting coffee, taking the dog to the vet).
8. Take notes during a meeting.

Challenging:

1. Managing staff payroll in the property or company.
2. Dealing with other PA or support staff either in the same or different country.
3. Reviewing staff contracts.
4. Interviewing new staff.
5. Firing staff.
6. Research for new projects or activities that might be needed.
7. Travelling with the principal.
8. Inventory and purchasing.

Complicated:

1. Updating websites and high level IT support.
2. Managing the security systems in place in the property.
3. Provide detailed support and last-minute adjustments to the schedule and routine changes.

Tasks a Personal Assistant Doesn’t Do

Every PA is different and will approach their duties according to local customs and laws, however, these are a few tasks that generally a personal assistant shouldn’t be asked to do.

1. Deep cleaning – A PA is more than happy to do a quick tidy up or some household chores if the housekeeper is absent and there are guests arriving, however, as a general rule, your PA is not a housekeeper and should not be treated as one.  As a one-off, they might be willing to step in, but don’t ask them to scrub the toilet (they’re unlikely to stick around if you do!)
2. Cooking – Again, unless otherwise discussed, your PA is not your personal chef.  They are more than willing to order and collect food but will be unlikely to agree to slave away in the kitchen preparing a five-course meal for you and your guests.
3. Anything illegal – It goes without saying, but your PA shouldn’t be asked to do anything illegal.  Regardless of whether you wish to do the activity, don’t involve them in something that is not lawful of the land.  You’ll be putting them in a very difficult position.

How Can Polo & Tweed Help?

Do you now know what a Personal Assistant does, and does not do? A PA is an incredible asset to any CEO, entrepreneur, individual or busy family. Within reason, they can do almost anything to help support both your personal and business life.  We would love to help you find your new or next personal assistant.  Why not drop us a line and we can discuss your detailed requirements.  

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