Secretary Performance Appraisal Form

Secretary Performance Appraisal Form

This performance appraisal form is designed to evaluate the professional contributions, administrative efficiency, and communication skills of a secretary. Use this document to facilitate a structured review session between the supervisor and the employee to set goals and document achievements.

Employee Information

• Employee Name: [Employee Name]
• Job Title: [Job Title]
• Review Period: [Start Date] to [End Date]
• Appraiser Name: [Appraiser Name]
• Date of Review: [Date]

Performance Evaluation Criteria

Rate the employee on a scale of 1 (Needs Improvement) to 5 (Exceeds Expectations).

1. Administrative Proficiency

• Document Preparation: Accuracy and speed in drafting, proofreading, and formatting correspondence. [Rating: 1-5]
• Record Keeping: Maintenance of files, databases, and office records in an organized manner. [Rating: 1-5]
• Schedule Management: Efficiency in managing calendars, appointments, and meeting logistics. [Rating: 1-5]

2. Communication and Interpersonal Skills

• Internal Communication: Professionalism when interacting with team members and management. [Rating: 1-5]
• External Relations: Effectiveness in handling phone calls, emails, and visitors with a professional demeanor. [Rating: 1-5]
• Confidentiality: Ability to handle sensitive information with discretion and integrity. [Rating: 1-5]

3. Operational Efficiency

• Task Prioritization: Ability to manage multiple projects and meet deadlines under pressure. [Rating: 1-5]
• Problem Solving: Proactive approach to identifying office issues and implementing solutions. [Rating: 1-5]
• Technical Literacy: Proficiency in office software, equipment, and digital communication tools. [Rating: 1-5]

Summary and Goal Setting

• Major Achievements: [List key accomplishments during the review period]
• Areas for Development: [Identify specific skills or processes for improvement]
• Goals for Next Period: [List 3-5 measurable goals for the upcoming review cycle]

Signatures

• Employee Signature: __________________________ Date: [Date]
• Appraiser Signature: __________________________ Date: [Date]

Pro Tips

• Gather Evidence: Before the meeting, collect examples of work, such as reports or successful project outcomes, to support your ratings.
• Two-Way Dialogue: Allow the employee time to discuss their own perspective on their performance and any barriers they face in their role.
• Focus on Growth: Use the "Goals for Next Period" section to align the employee’s professional development with the company’s current needs.

FAQ

How often should this appraisal be conducted?

Standard practice is to conduct formal performance appraisals annually or bi-annually, though informal check-ins should occur quarterly.

What should I do if there is a disagreement on a rating?

Use the appraisal meeting to discuss the specific behaviors or outcomes that led to the rating. Documentation and specific examples are essential for resolving discrepancies.

Is this form suitable for all administrative roles?

Yes, this template is adaptable. You may add or remove specific criteria to better reflect the unique responsibilities of your specific office environment.