Secretary, All Other Onboarding Checklist

Secretary, All Other Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Secretary, All Other starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Administration onboarding experience or just need an onboarding checklist for your new Secretary, All Other, you’re in the right place. We’ve put together a sample Secretary, All Other onboarding checklist below and have created onboarding templates & resources to help.

Secretary, All Other Onboarding Checklist

1. Orientation: The HR department conducts an orientation session to familiarize the new secretary with the company’s policies, procedures, and culture. This includes providing an overview of the company’s history, mission, and values, as well as introducing them to key personnel and departments.

2. Workspace Setup: The office manager or facilities team ensures that the secretary’s workspace is properly set up. This includes providing a desk, chair, computer, phone, and any necessary office supplies. They also assist with setting up email accounts, access to shared drives, and other technical requirements.

3. Introduction to Office Equipment: A designated IT specialist or a senior administrative staff member provides training on how to use office equipment such as printers, copiers, scanners, and fax machines. They explain how to troubleshoot common issues and ensure the secretary is comfortable using these tools.

4. Administrative Systems Training: The secretary receives training on the company’s administrative systems, such as document management software, scheduling tools, and expense reporting systems. This training is typically conducted by a senior administrative staff member or a designated trainer.

5. Company Policies and Procedures: The HR department or a designated trainer provides an in-depth overview of the company’s policies and procedures. This includes topics such as attendance, leave management, confidentiality, data protection, and health and safety guidelines. The secretary is also provided with an employee handbook for reference.

6. Calendar and Scheduling: A senior executive or the secretary’s direct supervisor provides guidance on managing calendars and scheduling appointments. They explain how to prioritize meetings, handle conflicts, and effectively communicate with internal and external stakeholders.

7. Communication Channels: The secretary is introduced to the various communication channels used within the company, such as email, instant messaging platforms, and internal collaboration tools. They are guided on how to use these channels effectively to communicate with colleagues, clients, and other stakeholders.

8. Company Directory: The secretary is provided with a company directory that includes contact information for key personnel, departments, and external partners. This helps them quickly locate and reach out to the right individuals when needed.

9. Document Management: The secretary is trained on the company’s document management system, including how to organize, store, and retrieve files. They are also educated on document naming conventions, version control, and security protocols to ensure proper handling of sensitive information.

10. Meeting and Event Coordination: A senior administrative staff member or the secretary’s direct supervisor provides guidance on coordinating meetings and events. This includes scheduling, sending invitations, reserving meeting rooms, arranging catering, and preparing necessary materials.

11. Travel Arrangements: The secretary receives training on how to handle travel arrangements for executives or other employees. This includes booking flights, accommodations, ground transportation, and managing travel itineraries. They may also be trained on using travel management tools or working with external travel agencies.

12. Mail and Package Handling: The secretary is instructed on how to handle incoming and outgoing mail, packages, and deliveries. They learn about mailroom procedures, including sorting, distributing, and logging packages, as well as coordinating with courier services when necessary.

13. Confidentiality and Data Protection: The HR department or a designated trainer provides training on maintaining confidentiality and data protection. This includes understanding the importance of safeguarding sensitive information, following privacy regulations, and adhering to the company’s data protection policies.

14. Emergency Procedures: The secretary is briefed on emergency procedures, including evacuation plans, fire safety protocols, and first aid procedures. They are provided with information on emergency contacts and how to report incidents or accidents.

15. Performance Expectations: The secretary’s direct supervisor or manager sets clear performance expectations, discussing key responsibilities, goals, and performance metrics. They provide guidance on how to seek feedback, address challenges, and grow within the role.

16. Mentoring or Buddy System: The secretary may be assigned a mentor or a buddy within the company who can provide guidance, answer questions, and offer support during the initial onboarding period. This person can help the secretary navigate the company’s culture, processes, and work dynamics.

17. Ongoing Training and Development: The HR department or the secretary’s supervisor discusses the company’s commitment to ongoing training and development. They inform the secretary about available resources, workshops, webinars, or courses that can enhance their skills and knowledge in their role.

18. Performance Reviews: The secretary is informed about the company’s performance review process, including the frequency, format, and evaluation criteria. They are provided with information on how to prepare for and actively participate in performance reviews to ensure continuous improvement.

19. Team Introduction: The secretary is introduced to their immediate team members and other colleagues within the department or organization. This helps foster relationships, collaboration, and a sense of belonging within the company.

20. Company Culture and Values: The HR department or a designated trainer provides an overview of the company’s culture and values. They explain how these values are reflected in day-to-day operations and encourage the secretary to align their work with the company’s mission and vision.

21. Socialization Activities: The company may organize socialization activities, such as team lunches, welcome events, or team-building exercises, to help the secretary integrate into the company’s culture and build relationships with colleagues.

22. Performance Management Tools: The secretary is trained on any performance management tools or software used within the company. This includes understanding how to set goals, track progress, and document achievements or challenges.

23. Professional Development Opportunities: The HR department or the secretary’s supervisor informs them about professional development opportunities, such as attending conferences, workshops, or industry-specific events. They encourage the secretary to take advantage of these opportunities to enhance their skills and knowledge.

24. Exit Procedures: Although not directly related to onboarding, the secretary may be informed about the company’s exit procedures, including how to handle resignation or retirement. This ensures a smooth transition when the time comes for the secretary to leave the company.

Overall, these onboarding tasks aim to equip the new secretary with the necessary knowledge, skills, and resources to effectively perform their role within the company’s administrative department

Setting Up Your Employee Onboarding Process

From reading through the items in the example Secretary, All Other checklist above, you’ll now have an idea of how you can apply best practices to getting your new Secretary, All Other up to speed and working well in your Administration team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.