Secretary (Government Department) Onboarding Checklist

Secretary (Government Department) Onboarding Process

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

Secretary (Government Department) Onboarding Checklist

1. Orientation: The new secretary should attend an orientation session to familiarize themselves with the government department’s mission, values, organizational structure, and policies. This task is typically performed by the human resources department or a designated orientation coordinator.

2. Introduction to colleagues: The new secretary should be introduced to their immediate team members, supervisors, and other key personnel within the department. This introduction helps establish relationships and facilitates collaboration. The supervisor or team lead usually performs this task.

3. Workspace setup: The secretary’s workspace should be prepared before their arrival. This includes providing a desk, chair, computer, phone, and any necessary office supplies. The facilities or administrative department is responsible for this task.

4. IT setup: The IT department should set up the secretary’s computer, email account, access to relevant software and databases, and provide any necessary training on the department’s technology systems. The IT department or a designated IT support person performs this task.

5. Training on department-specific processes: The new secretary should receive training on department-specific processes, such as handling incoming and outgoing correspondence, managing files and records, scheduling meetings, and using specific software or systems. This training is typically conducted by a senior secretary or supervisor.

6. Familiarization with department policies and procedures: The new secretary should be provided with a comprehensive overview of the department’s policies and procedures, including those related to confidentiality, data protection, security, and ethics. This task is usually performed by the human resources department or a designated trainer.

7. Introduction to relevant software and tools: The secretary should receive training on the software and tools commonly used in the department, such as word processing, spreadsheet, and presentation software, as well as any specialized software specific to the government department. This training is typically provided by the IT department or a designated trainer.

8. Understanding department hierarchy and reporting lines: The new secretary should be informed about the department’s hierarchy, reporting lines, and the roles and responsibilities of different positions within the organization. This information is usually shared by the supervisor or a designated HR representative.

9. Familiarization with department-specific terminology: The secretary should be provided with a glossary or reference guide that explains the department-specific terminology, acronyms, and abbreviations commonly used in their work. This task can be performed by a senior secretary or supervisor.

10. Introduction to department-specific software and databases: If the government department uses specialized software or databases, the new secretary should receive training on how to navigate and utilize these tools effectively. This training is typically provided by the IT department or a designated trainer.

11. Understanding security protocols: The secretary should be educated on the department’s security protocols, including access control, data protection, and confidentiality measures. This task is usually performed by the IT department or a designated security officer.

12. Introduction to department-specific regulations and compliance requirements: The new secretary should be familiarized with the regulations and compliance requirements specific to the government department they are working for. This task is typically performed by a senior secretary, supervisor, or a designated compliance officer.

13. Review of department goals and objectives: The new secretary should be provided with an overview of the department’s goals and objectives, as well as any ongoing projects or initiatives. This information can be shared by the supervisor or a designated department representative.

14. Introduction to interdepartmental collaboration: The secretary should be introduced to other departments or units within the government organization that they may need to collaborate with. This introduction can be facilitated by the supervisor or a designated department liaison.

15. Review of administrative procedures: The new secretary should receive training on administrative procedures, such as managing office supplies, handling mail, coordinating travel arrangements, and organizing meetings. This training is typically provided by a senior secretary or supervisor.

16. Understanding emergency procedures: The secretary should be informed about the department’s emergency procedures, including evacuation plans, emergency contacts, and safety protocols. This task is usually performed by the facilities or administrative department.

17. Introduction to employee benefits and policies: The new secretary should be provided with information about employee benefits, such as health insurance, retirement plans, and leave policies. This information is typically shared by the human resources department or a designated HR representative.

18. Ongoing support and mentorship: The new secretary should be assigned a mentor or buddy who can provide ongoing support, answer questions, and help them navigate their role within the government department. This task is typically coordinated by the human resources department or the supervisor.

19. Performance expectations and evaluation: The secretary should receive clear performance expectations and understand how their performance will be evaluated. This information is typically communicated by the supervisor or a designated HR representative.

20. Introduction to professional development opportunities: The new secretary should be informed about professional development opportunities, such as training programs, workshops, conferences, or certifications that can enhance their skills and knowledge. This information is typically shared by the human resources department or a designated professional development coordinator

Setting Up Your Employee Onboarding Process

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