Secretary (General) Onboarding Checklist

Secretary (General) Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Secretary (General) 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 (General), you’re in the right place. We’ve put together a sample Secretary (General) onboarding checklist below and have created onboarding templates & resources to help.

Secretary (General) Onboarding Checklist

1. Introduction to company policies and procedures: The new secretary should be provided with a comprehensive overview of the company’s policies and procedures, including dress code, attendance, and confidentiality. This task is typically performed by the HR department or a designated supervisor.

2. Familiarization with office equipment and software: The secretary should receive training on how to operate office equipment such as printers, scanners, and copiers, as well as become proficient in using software applications like Microsoft Office and email systems. This training is usually conducted by the IT department or a designated trainer.

3. Introduction to key personnel: The new secretary should be introduced to key personnel within the company, including executives, managers, and department heads. This will help them understand the organizational structure and establish relationships with colleagues. The task of introducing key personnel is typically performed by the supervisor or a designated mentor.

4. Understanding job responsibilities and expectations: The secretary should receive a detailed job description outlining their responsibilities and expectations. This will help them understand their role within the organization and ensure they are aware of what is expected of them. The task of providing the job description is usually performed by the HR department or the supervisor.

5. Training on phone and email etiquette: Since the secretary will be the first point of contact for many clients and visitors, it is important to provide training on proper phone and email etiquette. This includes answering calls professionally, taking accurate messages, and responding to emails promptly and courteously. The task of providing this training is typically performed by the supervisor or a designated trainer.

6. Introduction to filing and record-keeping systems: The secretary should be trained on the company’s filing and record-keeping systems to ensure they can efficiently organize and retrieve documents. This training may involve learning how to categorize files, maintain confidentiality, and use electronic document management systems. The task of providing this training is usually performed by the supervisor or a designated trainer.

7. Understanding office protocols and procedures: The secretary should be familiarized with office protocols and procedures, such as how to schedule meetings, book conference rooms, and handle incoming and outgoing mail. This will help them navigate daily office operations smoothly. The task of familiarizing the secretary with office protocols and procedures is typically performed by the supervisor or a designated mentor.

8. Training on calendar management and appointment scheduling: Since the secretary will often be responsible for managing the calendar and scheduling appointments for executives or managers, they should receive training on calendar management tools and techniques. This training is usually provided by the supervisor or a designated trainer.

9. Introduction to company culture and values: The new secretary should be introduced to the company’s culture and values, including its mission, vision, and core principles. This will help them align their work with the company’s overall objectives and foster a sense of belonging. The task of introducing the company culture and values is typically performed by the HR department or a designated supervisor.

10. Review of safety and emergency procedures: The secretary should be briefed on safety and emergency procedures, including evacuation plans, first aid protocols, and reporting incidents. This will ensure their safety and the safety of others in the workplace. The task of reviewing safety and emergency procedures is typically performed by the HR department or a designated safety officer.

11. Training on confidentiality and data protection: As a secretary, handling sensitive information is a crucial part of the job. Therefore, the new secretary should receive training on confidentiality and data protection policies to ensure they understand the importance of safeguarding confidential information. This training is usually provided by the HR department or a designated trainer.

12. Introduction to office culture and etiquette: The secretary should be familiarized with the office culture and etiquette, including norms around communication, teamwork, and professional conduct. This will help them integrate smoothly into the work environment and build positive relationships with colleagues. The task of introducing office culture and etiquette is typically performed by the supervisor or a designated mentor.

13. Training on time management and prioritization: Since secretaries often have multiple tasks and deadlines to manage, it is important to provide training on time management and prioritization techniques. This training may involve setting goals, creating to-do lists, and using productivity tools. The task of providing time management and prioritization training is usually performed by the supervisor or a designated trainer.

14. Introduction to company-specific software and systems: Depending on the company, the secretary may need training on specific software or systems unique to the organization. This could include customer relationship management (CRM) software, project management tools, or proprietary systems. The task of providing training on company-specific software and systems is typically performed by the IT department or a designated trainer.

15. Review of administrative procedures and documentation: The secretary should receive a thorough review of administrative procedures and documentation requirements, such as expense reporting, travel arrangements, and meeting minutes. This will ensure they understand the processes and can effectively support the administrative needs of the company. The task of reviewing administrative procedures and documentation is typically performed by the supervisor or a designated mentor

Setting Up Your Employee Onboarding Process

From reading through the items in the example Secretary (General) checklist above, you’ll now have an idea of how you can apply best practices to getting your new Secretary (General) 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.