In this article, we’ll look at the best practices for onboarding your new Team Or Department Secretary. We’ll look at the employee onboarding process/steps you can add to your own reusable Team Or Department Secretary checklist.
Need help with onboarding new Administration team members? See the templates and resources we recommend for successful onboarding experiences.
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Are you looking for help setting up a staff orientation process so that when your new Team Or Department Secretary 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 Team Or Department Secretary, you’re in the right place. We’ve put together a sample Team Or Department Secretary onboarding checklist below and have created onboarding templates & resources to help.
1. Introduction to the company: The new team or department secretary should be provided with a comprehensive introduction to the company, including its history, mission, values, and organizational structure. This task is typically performed by the HR department or a designated company representative.
2. Familiarization with company policies and procedures: The secretary should be given a thorough overview of the company’s policies and procedures, including those related to communication, data security, confidentiality, and office etiquette. This task is usually performed by the HR department or a designated supervisor.
3. Introduction to team members: The new secretary should be introduced to their immediate team members, as well as other key individuals within the organization. This task is typically performed by the team or department manager.
4. Training on office equipment and software: The secretary should receive training on the various office equipment and software systems used within the company, such as printers, copiers, phone systems, email clients, and document management software. This task is usually performed by the IT department or a designated trainer.
5. Access to necessary systems and tools: The secretary should be provided with the necessary access credentials and permissions to use the company’s systems and tools, such as email accounts, shared drives, project management software, and scheduling tools. This task is typically performed by the IT department or a designated administrator.
6. Review of job responsibilities and expectations: The secretary should have a detailed discussion with their supervisor or manager to review their specific job responsibilities, performance expectations, and key performance indicators. This task is usually performed by the team or department manager.
7. Introduction to company culture: The new secretary should be given an overview of the company’s culture, including its values, norms, and expectations for behavior. This task is typically performed by the HR department or a designated company representative.
8. Training on company-specific processes and workflows: The secretary should receive training on the specific processes and workflows used within the team or department, such as document approval procedures, meeting scheduling, and record-keeping practices. This task is usually performed by the team or department manager.
9. Introduction to key stakeholders: The secretary should be introduced to key stakeholders both within and outside the team or department, such as clients, vendors, and other departments they may interact with regularly. This task is typically performed by the team or department manager.
10. Review of safety and emergency procedures: The secretary should be briefed on the company’s safety and emergency procedures, including evacuation plans, first aid protocols, and reporting mechanisms. This task is usually performed by the HR department or a designated safety officer.
11. Review of company benefits and policies: The secretary should receive information about the company’s benefits package, including health insurance, retirement plans, vacation policies, and any other relevant policies. This task is typically performed by the HR department or a designated benefits administrator.
12. Introduction to performance evaluation processes: The secretary should be informed about the company’s performance evaluation processes, including how feedback is given, how goals are set, and how performance reviews are conducted. This task is usually performed by the HR department or a designated supervisor.
13. Provision of necessary office supplies: The secretary should be provided with the necessary office supplies, such as stationery, notebooks, pens, and any other tools required to perform their job effectively. This task is typically performed by the office manager or a designated supply coordinator.
14. Introduction to company communication channels: The secretary should be familiarized with the various communication channels used within the company, such as email, instant messaging platforms, and internal collaboration tools. This task is usually performed by the IT department or a designated trainer.
15. Ongoing support and mentorship: The secretary should be assigned a mentor or a designated point of contact who can provide ongoing support, answer questions, and help them navigate their role within the company. This task is typically performed by the team or department manager
From reading through the items in the example Team Or Department Secretary checklist above, you’ll now have an idea of how you can apply best practices to getting your new Team Or Department Secretary 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.
