The document discusses methods for evaluating the performance of administrative assistants, including rating scales, checklists, critical incidents, essays, and behaviorally anchored rating scales. Key areas that may be assessed include communication skills, scheduling abilities, organizational skills, use of office equipment, and supervisory responsibilities. The document also provides additional resources on performance appraisal forms, comments, methods, examples, phrases, processes, templates, systems, interviews, objectives, policies, and types.
1. Administrative assistant performance appraisal
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I. Contents of getting administrative assistant performance appraisal
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For the most part, administrative assistants handle the clerical duties in an office. They may
answer phones, schedule appointments, draft memos and file documents, depending on the
employer. Like any position in an organization, admins (as they’re sometimes called) come up
for performance reviews. Normally direct supervisors, such as an administrative services
manager or an administrative support director, conduct these reviews. At the same time,
assistants who work closely with senior managers are often evaluated by these top executives
themselves.
Communication Component
With many administrative assistants handling the phones and other correspondence for an
organization, it isn’t uncommon for reviews to assess an employee’s aptitude for communication.
For example, demeanor on the phone — both internally and externally — could factor into an
admin’s performance assessment. The same could be said for courteousness to visitors or clients,
timeliness of messages to their intended recipients and grammatical correctness of memos,
letters, transcriptions and other correspondence.
Scheduling Section
Administrative assistants often manage the calendars of the executives they assist, so a
scheduling component also may be included in the review. Beyond accurately noting
appointments and meetings, admins should be able to schedule enough time between
engagements to allow the executive to get from one place to another. The ability to schedule also
2. may include coordinating all schedules of those involved in a meeting, making travel and
lodging arrangements, and even handling food and refreshments.
Organizational Abilities
Because administrative assistants keep many businesses running smoothly, they must excel in
organization. Supervisors can assess the accessibility of files — both paper and virtual. For
example, can everyone in the office access the files needed? Are they logically categorized?
Also, multitasking may fall within this category, as administrative assistants must juggle many
responsibilities, especially when assisting more than one person. So the review may include the
questions, "Does everything get done within the scheduled time? Has anything fallen through the
cracks?"
Office Equipment
Most administrative assistants must not only work but maintain the office equipment for a
business, so this too can be included in a performance review. For example, does the admin
understand how to run all of the office equipment in the building? Does he schedule maintenance
of machinery in a timely manner? Are all materials needed to run equipment, such as ink and
paper, always in stock and accessible to those who need it?
Supervisory Role
In larger organizations, administrative assistants may supervise other support staff. If this is the
case, the performance review should also cover the quality and consistency of performance
feedback given to their direct reports. When an admin is in charge of training, the review should
assess the training material assembled and the performance of direct reports to help determine
overall ability as a supervisor.
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III. Performance appraisal methods
3. 1.Ranking Method
The ranking system requires the rater to rank his
subordinates on overall performance. This consists in
simply putting a man in a rank order. Under this method,
the ranking of an employee in a work group is done
against that of another employee. The relative position of
each employee is tested in terms of his numerical rank. It
may also be done by ranking a person on his job
performance against another member of the competitive
group.
Advantages of Ranking Method
i. Employees are ranked according to their performance
levels.
ii. It is easier to rank the best and the worst employee.
Limitations of Ranking Method
i. The “whole man” is compared with another “whole man”
in this method. In practice, it is very difficult to compare
individuals possessing various individual traits.
ii. This method speaks only of the position where an
employee stands in his group. It does not test anything
about how much better or how much worse an employee
is when compared to another employee.
iii. When a large number of employees are working, ranking
of individuals become a difficult issue.
iv. There is no systematic procedure for ranking individuals
in the organization. The ranking system does not eliminate
the possibility of snap judgements.
2. Rating Scale
Rating scales consists of several numerical scales
representing job related performance criterions such as
dependability, initiative, output, attendance, attitude etc.
Each scales ranges from excellent to poor. The total
numerical scores are computed and final conclusions are
derived. Advantages – Adaptability, easy to use, low cost,
every type of job can be evaluated, large number of
employees covered, no formal training required.
Disadvantages – Rater’s biases
4. 3. Checklist method
Under this method, checklist of statements of traits of
employee in the form of Yes or No based questions is
prepared. Here the rater only does the reporting or
checking and HR department does the actual evaluation.
Advantages – economy, ease of administration, limited
training required, standardization. Disadvantages – Raters
biases, use of improper weighs by HR, does not allow
rater to give relative ratings
4. Critical Incidents Method
The approach is focused on certain critical behaviors of
employee that makes all the difference in the
performance. Supervisors as and when they occur record
such incidents. Advantages – Evaluations are based on
actual job behaviors, ratings are supported by
descriptions, feedback is easy, reduces recency biases,
chances of subordinate improvement are high.
Disadvantages – Negative incidents can be prioritized,
forgetting incidents, overly close supervision; feedback
may be too much and may appear to be punishment.
5. Essay Method
5. In this method the rater writes down the employee
description in detail within a number of broad categories
like, overall impression of performance, promoteability
of employee, existing capabilities and qualifications of
performing jobs, strengths and weaknesses and training
needs of the employee. Advantage – It is extremely
useful in filing information gaps about the employees
that often occur in a better-structured checklist.
Disadvantages – It its highly dependent upon the writing
skills of rater and most of them are not good writers.
They may get confused success depends on the memory
power of raters.
6. Behaviorally Anchored Rating Scales
statements of effective and ineffective behaviors
determine the points. They are said to be
behaviorally anchored. The rater is supposed to
say, which behavior describes the employee
performance. Advantages – helps overcome rating
errors. Disadvantages – Suffers from distortions
inherent in most rating techniques.
III. Other topics related to Administrative assistant performance appraisal
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