How to manage resignations

You might have mixed reactions when a PA tells you that they are leaving. You could be surprised if it has come out of the blue, sad to see a good PA go, or feel that it resolves a situation that you were otherwise going to have to manage. However it might make you feel, it’s important that you deal with resignations the right way.

When a PA hands in their resignation, what you do next will depend on the circumstances. The PA may be resigning for lots of different reasons. Their personal situation may have changed, they might be moving away, or they may have found another job that they want to move to. The key is to consider if the resignation is amicable, or if they are leaving in response to something that they are not happy about with their job.

If you are aware that the PA is not happy with something connected to their job or role, then don’t jump to accepting their resignation straight away. You may already have been aware of issues or the first you hear about it is when they suddenly raise concerns when they resign. Either way, it may be appropriate to ask the PA, in writing, whether resigning is really what they want to do.

It might also be appropriate to offer the PA the opportunity to have their concerns heard informally or even through a formal grievance process. This shows that you are prepared to listen to and try to resolve their concerns.

This is important because in some circumstances, there could be a risk that an PA may bring an employment tribunal claim for constructive unfair dismissal. This is when a PA alleges that they have resigned in response to a breach of either an express or implied term of the contract. Asking them to reconsider their resignation and hearing their concerns, gives you the chance to try to resolve matters and stop them from escalating.

When there are no work-related issues that have prompted the PA’s decision to resign and everything is amicable, you may still want to speak with them about why they have decided to leave. If they still want to resign then make sure that you ask them to put it in writing.

If you are accepting the resignation, it’s important to do so in writing confirming arrangements for the PA’s notice period.

The acceptance should be used to clarify when the PA’s last working day will be, and to remind them of any requirements they must comply with, for example returning any equipment. It’s also a good idea to confirm any accrued or owed annual leave entitlement as quickly as possible.

Outside of the above, you should also consider the smooth transition of the PA’s exit. Do they need to handover any work, who will take on their responsibilities once they leave, and do you need to remove their access to any information?

Managing resignations, especially where the PA raises concerns, can be tricky to navigate. Therefore, it’s always best to get legal advice tailored to the specific situation.

The following guidance has been written by our HR partners, Peninsula. It is their content and not produced by Fish Insurance.