• Administrative Assistant Training Manual Pdf

(includes: O*NET Ability Profiler Administrator Training Manual; Overhead Masters; Participant's. The assistant trainer should provide backup to the lead trainer (e.g. Examples help participants to relax and provide a sense of group unity.

An administrative assistant keeps your executives and other staff members on track by keeping the office stocked with supplies, scheduling appointments and meetings, and answering the phone as needed. The administrative assistants who work for your business are only as good as the instruction manual you write for them.

This manual details the expectations of your company and explains the climate and culture. Use it to explain how to perform specific tasks as well as to lay out the rules of conduct. Make a cover page for the instruction manual. Give the manual a simple title, such as 'Administrative Assistant Manual and Handbook.' Include the name of your business and its address on the cover page. Create a table of contents on the second page.

List all the topics you will include in the manual, such as 'Answering the Phone and Taking Messages,' 'Dictation and Transcription,' and 'Ordering Office Supplies.' The topics you list depend on the responsibilities of the administrative assistants. In addition to instructions on performing tasks, include contents such as 'Absence Policy,' 'Breaks,' 'Benefits and Salaries,' and other pertinent information an assistant will need as an employee. Create a heading for each topic. List the steps for each task using a bulleted or numbered list so the assistants can clearly see the progression of the task. Assume no prior knowledge of the task; for example, instruct the assistant to open the word processing program to type a document. Use clear language to describe how to perform each task.

For example, write 'Answer the phone by saying 'Hello! Thank you for calling Business Name. This is your name; how can I help you?' ' to instruct the assistants on how to answer the phone. List the information they need to collect from the call when taking a message or before transferring the call to another person.

For example, the assistant should take down the caller's name, where he is calling from and the purpose of the call. Save and print the instruction manual. Punch holes on the left side of the papers, then insert them into the binder.

Tip. Keep a backup copy of the instruction manual saved on your computer so you can revise and reprint it as necessary.

2016 Salary Information for Secretaries and Administrative Assistants Secretaries and administrative assistants earned a median annual salary of $38,730 in 2016, according to the U.S. Bureau of Labor Statistics. On the low end, secretaries and administrative assistants earned a 25th percentile salary of $30,500, meaning 75 percent earned more than this amount. The 75th percentile salary is $48,680, meaning 25 percent earn more. In 2016, 3,990,400 people were employed in the U.S. As secretaries and administrative assistants.

Step by Step Many admins cringe when they think about creating an administrative procedures binder (“admin binder”) for their position. Where in the world do you begin when it feels like you are responsible for EVERYTHING that happens in your office? How do you put on paper what you actually do?

While this project may sound overwhelming, it doesn’t have to be. The secret is breaking it down into simple steps and approaching them one at a time. Let’s identify why you need to create an admin binder in the first place. Have you ever wanted to take a vacation or attend a training seminar but no one could cover for you? Have you ever been out of the office unexpectedly due to illness? Have you ever changed jobs and not had time to train the person they hired to fill your position? These questions reveal just a few compelling reasons why you need an admin binder.

However, creating this dynamic tool for your office or position also shows your professionalism and demonstrates an attitude of service that your executives and team members will recognize. It’s a fabulous tool for your own reference and use. And when you present your admin binder to your executive for review prior to your next performance review, their eyes will be opened to all of the additional tasks you perform and manage daily. Perhaps the best reason to create an admin binder is so others can fill in for you with relative ease without a major disruption to the business. Let me share my five simple steps to not only getting your administrative procedures binder started, but also populating it with all of the vital procedures to keep your office running smoothly in your absence. Step 1: Assemble the Right Tools for the Job To get started, gather a few basic office supplies:. Sturdy 3-ring “D” binder, about 1 1/2″ to 2″ wide and in a unique color.

Using or creating a colorful cover/spine helps everyone easily identify this important binder. Tabbed Sheet Protector Dividers – 2 sets of 8-tab dividers (My favorite is Avery Protect ’N Tab Tabbed Sheet Protectors – 8 Tab Sets # 74161). Heavy duty sheet protectors Once you have your tools assembled, create a permanent home for your binder that is within easy reach of your chair, computer, and phone.

This is important, because you need this binder to be easily accessible any time you need to use or add to it. Finally, create a general list of the overall sections you want to create. Do NOT include page numbers, as those can change quickly if you are regularly updating the binder. The sections may include: general info, accounting, facilities, human resources, mail processing, office supplies, technology tools, office machines, travel, forms, and templates. Step 2: Track Your Tasks for a Few Days You may already have a list of some obvious things you need to include in your admin binder, but there are a lot of things you do each day that you take for granted that others may need to know in your absence. The best way to identify those not-so-obvious procedures is to track your time and tasks for a few days. I created a template to help you track your tasks: www.allthingsadmin.com/free-templates.

Make a list of your specific job responsibilities and how often you handle them (daily, weekly, monthly, quarterly, annually). Create a list for each manager you specifically support and identify the types of recurring meetings, events, or items that you handle for them (daily, weekly, monthly, quarterly, annually). Start with the things you do daily; you might want to begin by making a short checklist of the things you do to start or end the day. Step 3: Document Your Top Five Procedures In my experience, the secret to success is to work on no more than five procedures at a time. That’s one procedure per day for a week — it’s manageable and motivating. So pick your top five procedures and start documenting how you do them.

Try these tips to keep the procedures succinct and easy to use:. Use a template to stay on track and consistent from process to process.

Go through each task or process step by step (in detail). Be specific without being excessively wordy. Think commands, not sentences. This is not an English or research paper; it’s a procedures binder. Use bullets or numbers as much as possible. Number steps that must be done in a specific order. Use other bullets for non-order specific instructions.

Provide screen shots where helpful for computer-related tasks. Have another person try to do the task based only on your instructions. See where any potential gaps exist. Go through this process for your top five, then pick another five, and keep building your binder from there.

This admin binder doesn’t have to be perfectly formatted; it just needs to be functional and available to the person(s) who may need to assist in your absences. Five documented procedures are five documented procedures – no matter how they look! They can even be handwritten. If you use the template, they already have some consistency and structure built into them until you have time to type them. Step 4: What You Should Include In Your Admin Binder (and what not to include) Don’t reinvent the wheel; fast track your procedures documentation.

Think about what procedures are already documented for your position that you can include. If you don’t have anything documented, start with your job description. Ask co-workers or other admins in your company if they have some company-wide procedures documented that you should include. Ask your accounting department if they have documented procedures on how to complete expense reports, check requests, and other forms you need to complete.

Ask your travel department or provider if they have documented procedures you can include. Ask your mail room if they have mail processing procedures for regular mail within departments or campuses, UPS, FedEx, etc. What other departments do you interact with, and do they have relevant documented procedures? When all else fails – Google it! If you are looking for user guides for phones, voicemail, office equipment, etc., do a specific Google search with make, model, and type of “user guide” you need. Staar test study guide texas biology.

Here is just a sampling of some of the procedures you may want to include. O Answering the phone and routing calls (i.e. Is there an escalation process for upset customers?) o Forwarding/unforwarding the phones o Transferring calls to voice mail or cell phones o Making coffee o Taking/distributing phone messages (i.e. Joan prefers email notification.

Bob prefers written note.) o Sending department- or company-wide emails (i.e. Do you have a standard email template/form? Does someone have to approve it before you hit send?.

Julie Perrine is an administrative expert, author, speaker, and all-around procedures pro. She is the founder and CEO of All Things Admin, a company dedicated to developing innovative products, training, and resources for administrative professionals worldwide. Learn more about Julie’s latest book, Become A Procedures Pro: The Admin’s Guide to Developing Effective Systems and Procedures and download free templates at ProceduresPro.com and AllThingsAdmin.com. Follow Julie on Twitter: @julieperrine.

Administrative Assistant Training Manual Pdf

“Like” All Things Admin on Facebook: Facebook.com/AllThingsAdmin. Related Posts.