Hiring and Sponsoring Personal assistants and other secretaries (SOC Code 4215)

Personal Assistants and Other Secretaries, classified under SOC Code 4215, play a crucial role in supporting managers and teams by ensuring efficient communication and organization within the workplace. These professionals act as the first point of contact for both internal colleagues and external partners. Key responsibilities include:

• Communication Management: Fielding telephone inquiries, taking and relaying messages to appropriate parties.
• Appointment Coordination: Arranging appointments, maintaining business diaries, and organizing travel arrangements and reservations.
• Correspondence Handling: Opening, sorting, distributing, and filing both hard copy and electronic correspondence; managing routine correspondence directly.
• Document Production: Utilizing appropriate software to create letters, memoranda, reports, presentations, and other documents from drafts, handwritten notes, or dictation.
• Meeting Support: Arranging and attending meetings, taking minutes, and preparing detailed records of proceedings.
• Translation and Liaison: Translating documents as necessary and establishing communications with overseas clients and suppliers.

Given the increasing demand for skilled personal assistants and secretaries in various industries, organizations are actively seeking talent both domestically and internationally. This guide aims to assist HR professionals in navigating the recruitment and sponsorship of personal assistants and other secretaries within the UK's immigration framework.

What is SOC Code 3411 for Personal assistants and other secretaries?

SOC Code 4215 refers to personal assistants and other secretaries who provide essential administrative support to managers or teams. Their responsibilities can include:

• Acting as a first point of contact: Serving as the primary liaison for a manager or team with colleagues and external organizations.
• Handling communications: Fielding telephone inquiries, taking and passing on messages, and managing routine correspondence.
• Scheduling and organizing: Arranging appointments, maintaining business diaries, and organizing travel arrangements and reservations.
• Document management: Opening, sorting, distributing, and filing correspondence in both hard copy and electronic formats.
• Creating documentation: Using appropriate software to produce correspondence, memoranda, reports, presentations, and other documents from drafts or transcribing dictation.
• Meeting coordination: Arranging and attending meetings, taking minutes, and preparing records of proceedings.
• Language support: Translating documents and liaising with overseas clients and suppliers.

Personal assistants and secretaries play a vital role in ensuring efficient business operations, enabling teams to focus on their core activities and enhancing overall productivity.

Eligibility to Hire Personal assistants and other secretaries (SOC Code 3411)

1. Job Requirements

Personal assistants and other secretaries must possess a diverse skill set and demonstrate their organizational abilities to effectively support managers or teams. The qualifications and experience criteria include:

• Communication Skills: Exceptional verbal and written communication skills to effectively interact with colleagues, clients, and external organizations.
• Organizational Skills: Strong ability to manage appointments, maintain business diaries, and organize travel arrangements and functions.
• Technical Proficiency: Proficiency in appropriate software to produce documents such as correspondence, memoranda, reports, presentations, and more from drafts or dictation.
• Experience: Previous experience in a similar role or relevant administrative support is preferred, showcasing strong multitasking and time-management abilities.
• Attention to Detail: Ability to handle routine correspondence, open and distribute correspondence (both hard copy and electronic), and accurately take minutes during meetings.
• Educational Background: While formal educational requirements may vary, qualifications in business administration or a related field can be advantageous.
• Cultural Awareness: Experience with translation of documents and liaising with overseas clients and suppliers is a plus.

Ensure the job description aligns with SOC Code 4215 and that the candidate's experience and skills meet the expectations for the role.

1. Salary Thresholds
2. Use the Minimum Salary Calculator to ensure your salary offer meets immigration requirements.

Sponsoring Personal assistants and other secretaries: A Step-by-Step Guide for HR Professionals

Once you’ve confirmed that the role and candidate meet the eligibility requirements, follow this step-by-step guide to sponsoring Personal assistants and other secretaries under SOC Code 4215.

Step 1: Obtain a Sponsor Licence

Before hiring non-UK Personal assistants and other secretaries, your company or institution must obtain a sponsor licence. This licence enables you to legally sponsor overseas Personal assistants and other secretaries under the Skilled Worker Visa program.

• Sponsor Licence Application: Submit documentation proving that your business is legitimate and has a genuine vacancy. Visit the sponsor licence application guide for more information. 
• Sponsor Licence Fees: Small businesses typically pay £574, while larger institutions pay £1,579. For more information, visit the sponsor licence fees guide. 
• Processing Time: Applications typically take up to 8 weeks, but using the Sponsor Licence Priority Service can reduce the processing time to 10 working days.

Once your sponsor licence is approved, you will receive a sponsor licence number, which allows you to assign Certificates of Sponsorship (CoS).

Step 2: Assign a Certificate of Sponsorship (CoS)

Once you have your sponsor licence, the next step is to assign a CoS to the Personal assistants and other secretaries. This document provides key details about the job and the individual being sponsored.

• Defined vs Undefined CoS: Use a Defined CoS for Personal assistants and other secretaries applying from outside the UK, and an Undefined CoS for those already in the UK. Learn more in the Defined & Undefined Certificates of Sponsorship guide. 
• Required Documents: Provide details such as the Personal assistants and other secretaries’s portfolio, passport and job offer. Refer to Documents Required for Certificate of Sponsorship for a full list of necessary documents.

Step 3: Apply for the Skilled Worker Visa

Once the CoS is issued, the Personal assistants and other secretaries can apply for the Skilled Worker Visa.

• Visa Fees: Fees vary depending on the role and visa length—use the visa fees calculator to estimate the costs. 
• Immigration Skills Charge: Employers are required to pay this charge as part of sponsoring non-UK workers. This is separate from visa fees.

Conducting a Right to Work Check for Personal assistants and other secretaries

Before the Personal assistants and other secretaries begins working, you must conduct a right to work check to ensure they are legally allowed to work in the UK.

• Manual Right to Work Check: Verify original documents such as the Personal assistants and other secretaries’s passport and visa. 
• Online Right to Work Check: If the Personal assistants and other secretaries holds an eVisa, you can use the UK government’s online system to verify their right-to-work status.

For more details on how to perform these checks, see the right to work check guide.

Post-Hiring Responsibilities and Compliance

1. Record-Keeping and Reporting  
2. • Record-Keeping: Maintain accurate and up-to-date records of the Personal assistants and other secretaries’s employment details, salary and contact information. 
   • Reporting Changes: Report any significant changes to the Personal assistants and other secretaries’s role—such as promotions or salary increases—via the Sponsor Management System (SMS).
3. Sponsor Licence Duties and Compliance
4. Failure to comply with your sponsor licence duties can result in penalties or sponsor licence revocation, impacting your ability to sponsor future Personal assistants and other secretariess.

How Borderless Can Help with Sponsoring Personal assistants and other secretaries

Sponsoring Personal assistants and other secretaries under SOC Code 4215 can be a complex process, but Borderless can simplify it for you. We offer comprehensive support to help you manage the entire sponsorship process.

End-to-End Sponsorship Support

At Borderless, we assist with:

• Sponsor Licence Application: Guiding you through the application process and ensuring all required documents are submitted correctly. 
• Certificate of Sponsorship Assignment: Streamlining the CoS process to make hiring easier. 
• Compliance Management: Helping you stay compliant with immigration laws to avoid penalties.

If you need assistance with hiring or sponsoring Personal assistants and other secretaries, get in touch for personalised support.

Conclusion

Hiring and sponsoring Personal assistants and other secretaries under SOC Code 4215 can be a rewarding way to enrich the cultural landscape of your organisation. By following the steps outlined in this guide, you can successfully navigate the sponsorship process while ensuring compliance with UK immigration laws.

For further guidance, Borderless is ready to assist you with all your sponsorship needs. Contact us for expert advice.