Course Details

Induction for Clerical and Secretarial Staff (Grades 2 - 4)

Event Description


New Clerical and Secretarial Staff (Grades 2 - 4) will be required to attend an induction programme within 3 months of commencing their employment with Queen's.  The Induction programme will consist of 4-half days as follows:


1st Cohort: 3, 10, 17 and 24 October 2017


First and second sessions are 10.00 am - 1.00 pm

Third and Fourth sessions are 9.30 am - 12.30 pm


New staff will be notified


Designed for:

Newly appointed clerical and secretarial staff (Grades 2 - 4)




Session 1: Working in the University

Structure of the University and Role of some Senior Staff

  • Academic and support areas
  • Structures within the Academic areas and Directorates
  • Mini quiz using personal response system
  • Where do you fit?


How the University Works

  • The University Calendar
  • Committees in the University


The role of the secretary/clerical officer in the University

  • Professional standards/Quality and performance
  • University Core Values


Session 2: Professional Written Communication Skills

  • The University Corporate Identity
  • Understanding the University Style/Samples of documentation
  • Guidelines for writing letters and memorandums
  • Avoiding common mistakes


Session 3: Word Processing

Understanding Styles and Templates

  • Use of Queen's University's corporate style and templates
  • Create your own style and templates

Letter styles

  • Letter layout put into practice
  • Creating paragraphs - keyboard (return key) or paragraph launcher button

Mail merge

  • Creating form letters/other documents
  • Creating form labels and envelopes/produce and individual label/envelope or full page of the same label

Good practice/efficiencies

  • Create a Macro to insert a signature into a document
  • Add the signature macro to the Quick Access Toolbar
  • Create Auto Text items
  • Add the Auto Text control to the Quick Access Toolbar
  • Use Quick Parts to create custom headers and footers
  • Insert form fields in a document and protect a document


Session 4: Email Communication and Collaborative Tools

Introduction - Practical skills in organising meetings

Email Protocols (reference University's "Guidelines for the Use and Management of Email"

  • Email etiquette
  • Tone, salutation, sign-off and signatures
  • Use of the bcc field
  • Email messages as records/Folder management

Calendar management

  • Diary entry and classification
  • Inviting attendees
  • Managing other people's calendars


  • University Contacts (Global Address list)
  • Distribution lists
  • Sharing contacts/distribution lists

Online facilities to support meetings


Aims/Aimed at


This course is designed to facilitate the transition of new members of clerical and secretarial staff (grades 1 - 4) into their posts in Queen's to provide relevant information to enable them to develop in their role.

Booking Information

Register for a course via Queen's Online - - then select Training Courses from the list on the left of the page and follow the link for iTrent Self-Service


New Course: No
Course Type(s): Administrative Skills
Staff Categories: Clerical and Library Assistants
Keywords: Clerical, Secretarial, Induction, New Staff

Course Contact Details

Name: Organisational Development
Telephone: 5350/5381