The functionality of the oki service at the secretary. What are the duties of a secretary. IV. Official powers
Download job descriptionhead secretary(.doc, 90KB)
I. General provisions
- The secretary of the head belongs to the category of technical performers.
- A person who has a higher professional education without presenting requirements for work experience or secondary education is appointed to the position of secretary of the head professional education and at least 2 years of work experience.
- Appointment to the position of secretary and dismissal from it is carried out by order of the director of the enterprise upon presentation
- The manager's secretary must know:
- 4.1. Decrees, orders, orders, other guidelines and regulations higher and other bodies related to the activities of the enterprise.
- 4.2. Regulations, instructions, other regulatory documents for record keeping.
- 4.3. The structure and management of the enterprise and its divisions.
- 4.4. Business organization.
- 4.5. Methods of registration and processing of documents.
- 4.6. Archival business.
- 4.7. Typescript.
- 4.8. Rules for the use of reception and communication devices.
- 4.9. Standards of the unified system of organizational and administrative documentation.
- 4.10. Typing Rules business letters using standard forms.
- 4.11. Fundamentals of ethics and aesthetics.
- 4.12. Rules business communication.
- 4.13. Rules for the operation of computer technology.
- 4.15. Fundamentals of administrative law and labor legislation.
- 4.16. Internal labor regulations.
- 4.17. Rules and norms of labor protection, safety measures, industrial sanitation and fire protection.
- During the absence of the secretary of the head (illness, vacation, etc.), his duties are performed by a person appointed in the prescribed manner, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.
II. Job Responsibilities
Secretary:
- Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
- Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
- Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
- Accepts documents and personal statements for the signature of the head.
- Prepares documents and materials necessary for the work of the head.
- Ensures timely review and submission structural divisions and specific executors of documents submitted to the manager for signature, ensures their high-quality editing.
- Organizes telephone conversations with the head, records the information received in his absence and brings to his attention its content, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, brings information to his attention in a timely manner received via communication channels.
- On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of letters.
- Performs work on the preparation of meetings and meetings held by the head (collection necessary materials, notification of participants about the time and place of the meeting, agenda, their registration), keeps and draws up minutes of meetings and meetings.
- Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
- Maintains a control and registration file.
- Provides workplace head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
- Prints, at the direction of the head, office materials necessary for his work or enters current information to the databank.
- Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
- Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
- Performs individual official assignments of his immediate supervisor.
III. Rights
The secretary has the right:
- Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
- Make proposals for improving the work related to the responsibilities provided for in this instruction.
- Within its competence, report to the immediate supervisor about all the shortcomings identified in the course of the performance of their duties, and make proposals for their elimination.
- Request personally or on behalf of the management of the enterprise from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
- Require the management of the enterprise to assist in the performance of their duties and rights.
IV. Responsibility
The secretary is responsible:
- For improper performance or non-performance of their official duties provided for by this job description - within the limits determined by the current labor law Russian Federation.
- For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.
- For causing material damage— within the limits determined by the current labor and civil legislation of the Russian Federation.
Posted On 09.12.2017
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secretary of the head (.doc, 90KB)
I. General provisions
- The secretary of the head belongs to the category of technical performers.
- A person who has a higher professional education without presenting requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years is appointed to the position of secretary of the head.
- Appointment to the position of secretary and dismissal from it is carried out by order of the director of the enterprise upon presentation
- The manager's secretary must know:
- 4.1. Decrees, orders, orders, other governing and regulatory documents of higher and other bodies relating to the activities of the enterprise.
- 4.2. Regulations, instructions, other regulatory documents for record keeping.
- 4.3. The structure and management of the enterprise and its divisions.
- 4.4. Business organization.
- 4.5. Methods of registration and processing of documents.
- 4.6. Archival business.
- 4.7. Typescript.
- 4.8.
Job Descriptions
Rules for the use of reception and communication devices.
- 4.9. Standards of the unified system of organizational and administrative documentation.
- 4.10. Rules for printing business letters using standard forms.
- 4.11. Fundamentals of ethics and aesthetics.
- 4.12. Business communication rules.
- 4.13. Rules for the operation of computer technology.
- 4.15. Fundamentals of administrative law and labor legislation.
- 4.16. Internal labor regulations.
- 4.17. Rules and norms of labor protection, safety measures, industrial sanitation and fire protection.
- During the absence of the secretary of the head (illness, vacation, etc.), his duties are performed by a person appointed in the prescribed manner, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.
II. Job Responsibilities
Secretary:
- Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
- Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
- Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
- Accepts documents and personal statements for the signature of the head.
- Prepares documents and materials necessary for the work of the head.
- Monitors the timely consideration and submission by structural divisions and specific executors of documents submitted to the head for signature, ensures their high-quality editing.
- Organizes telephone conversations with the head, records the information received in his absence and brings to his attention its content, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, brings information to his attention in a timely manner received via communication channels.
- On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of letters.
- Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
- Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
- Maintains a control and registration file.
- Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
- Prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank.
- Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
- Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
- Performs individual official assignments of his immediate supervisor.
III. Rights
The secretary has the right:
- Get acquainted with the draft decisions of the management of the enterprise relating to its activities.
- Make proposals for improving the work related to the responsibilities provided for in this instruction.
- Within its competence, report to the immediate supervisor about all the shortcomings identified in the course of the performance of their duties, and make proposals for their elimination.
- Request personally or on behalf of the management of the enterprise from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
- Require the management of the enterprise to assist in the performance of their duties and rights.
IV. Responsibility
The secretary is responsible:
- For improper performance or non-performance of their official duties provided for by this job description - to the extent determined by the current labor legislation of the Russian Federation.
- For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.
- For causing material damage - within the limits determined by the current labor and civil legislation of the Russian Federation.
Back to Leadership Responsibilities
The secretary does the following official duties:
Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
Accepts documents and personal statements for the signature of the head.
Replies to phone calls, captures and transmits official information to the head, organizes telephone conversations of the head.
Job description of the secretary of the head
On behalf of the head, he draws up letters, requests, and other documents.
Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
Organizes business trips of the head: orders air and railway tickets, books hotels.
Performs individual official assignments of his immediate supervisor.
The secretary has the right:
Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
Provide management with suggestions for improving their work and the work of the company.
Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
Require management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.
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The secretary is called the faithful assistant and right hand of the boss and for good reason, because the duties of the secretary of the head include ensuring effective managerial and administrative activities. The secretary of the head is engaged in the preparation and execution of business papers and documents, helps the boss in business, and solves many organizational issues.
The position of the assistant secretary can also be considered representative, since he is the face of the company - he meets guests, answers calls and letters. Such work requires a lot of composure, communication and organization. For this reason, the profession of a secretary can promise great prospects - in the future, a specialist may become an office manager, and then one of the directors or top managers.
Places of work
The position of executive secretary is required in almost every company that has an office for clients and visitors. It could be like big enterprises and small business organizations.
History of the profession
The first secretaries can be considered scribes and chroniclers - they wrote down royal decrees and orders, chronicled current events, and were responsible for correspondence. Over time, the powers of the secretary have expanded significantly and today they can perform a wide variety of functions. So, there was a need for specialists of narrow specialization, as a result of which the profession of secretary-referent, clerk, secretary-translator and office manager appeared.
Responsibilities of the secretary
Responsibilities of the Assistant Secretary include:
- reception of visitors;
- receiving telephone calls;
- record keeping;
- planning the working day of the head;
- organization of meetings;
- ordering tickets and booking hotels for the manager and other employees during a business trip;
- ordering stationery for the office;
- fulfillment of the manager's requests.
Sometimes the functions of the secretary of the head include correspondence in English.
requirements for a secretary
Requirements for the secretary-referent include:
- average or higher education;
- PC ownership;
- knowledge of the basics of office work;
- knowledge in English(Sometimes).
Also, the position of secretary requires the following skills:
- punctuality;
- the ability to look good (presentability);
- organization.
secretary resume template
How to become a secretary
How to become a secretary? This can be the owner of any higher education who has completed courses for assistant secretaries or received training directly at the workplace. As a rule, employers do not impose special requirements on the applicant's specialty, but focus on the fact that the applicant has the necessary personal qualities and is able to perform duties at the proper level.
secretary salary
The salary of a secretary can be different - from 15 to 45 thousand rubles. Income depends on the range of duties of the employee and the region in which he works. The average salary of an assistant secretary is 30 thousand rubles.
Where to get training
In addition to higher education, there are a number of short-term studies on the market lasting, as a rule, from a week to a year.
The Institute of Vocational Education "IPO" invites you to take distance courses in the direction of "" (there are options 256, 512 and 1024 academic hours) with a diploma or certificate state sample. We have trained over 8000 graduates from almost 200 cities. You can study externally, get an interest-free installment plan.
APPROVE
CEO
1.1. The secretary-referent belongs to the category of specialists.
1.2. appointed to the position and dismissed from it by order of the General Director of the company.
1.3. The secretary-referent reports directly.
1.4. During the absence of the assistant secretary, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of assistant secretary: higher education, experience of similar work from a year, knowledge of office equipment (fax, copier, scanner, printer), Microsoft programs Office (Word, Excel), office work, English.
1.6. The secretary-referent is guided in his activities by:
— The Charter of the company, the Internal Labor Regulations, other regulations companies;
2. Responsibilities of the assistant secretary
The secretary-referent performs the following official duties:
2.1. Provides training required documents, provides reception, accounting, registration, control over the execution of documents, information and reference services and storage of documentary information.
2.2. Controls the quality of preparation, the correctness of the preparation, coordination, approval of documents submitted for signature to the management of the enterprise.
2.3. Controls the execution of documents and instructions of the management, takes prompt measures aimed at their timely and high-quality execution.
2.4. Carries out the organization of preparation, decision-making and bringing them to the direct executors. Analyzes references and reports provided to management, gives competent opinions on them.
2.5. Receiving visitors.
2.7. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.8. Performs other official assignments of his/her immediate supervisor.
3. Rights of the assistant secretary
The secretary-referent has the right:
3.3. Request from the functional services the necessary materials, as well as explanations of the reasons for the delay in completing tasks and instructions from the management.
4. Responsibility of the assistant secretary
The secretary-referent is responsible for:
JOB INSTRUCTIONS FOR THE SECRETARY OF THE RECEPTION HEAD
I approve
_____________________________ (Surname, initials)
(name of organization, its ________________________________
organizational - legal form) (director; other person authorized
approve job description)
——————————————————————-
(name of institution)
00.00.201_ #00
1. General Provisions
1.1.Real job description establishes the rights, responsibilities and duties of the secretary of the admissions manager _____________________ (hereinafter referred to as the "enterprise"). Institution name
1.2. A person with higher professional education (there are no requirements for work experience) or secondary specialized education and work experience in the profile of at least 2 years is appointed to the position of secretary of the reception manager.
1.3. The receptionist is subordinate to __________________________________.
1.4. In his activities, the secretary of the reception of the head is guided by:
Legislative and regulatory documents regulating relevant issues;
Orders of the head of the enterprise (immediate supervisor);
Rules and norms of occupational health, labor regulations;
methodological materials relating to the issues of its activities;
the Charter of the enterprise;
This job description.
1.5. The secretary of the reception manager must know:
Regulatory legal acts, other guidelines and teaching materials relating to the activities of the organization and record keeping;
Rules for the use of receiving and intercom devices;
Standards of the unified system of organizational and administrative documentation;
Rules for printing business letters using standard forms;
Fundamentals of ethics and aesthetics;
The structure and leadership of the organization and its divisions;
Organization of office work;
Methods of registration and processing of documents;
Archival business;
Typescript;
Rules of business communication;
Fundamentals of labor organization and management;
Rules for the operation of computer technology;
Fundamentals of administrative law and labor legislation;
Internal labor regulations;
Rules and norms of labor protection.
1.6. During the absence of the secretary of the receptionist head, his duties are assigned to his deputy, appointed in the prescribed manner, bearing full responsibility for their proper implementation.
2. Functions
The following functions are assigned to the secretary of the reception manager:
2.1.Organization of telephone conversations of the head.
2.2. Organizational preparation of meetings and meetings.
2.3 Organizational technical support administrative and administrative activities of the head of the organization.
2.4. Record keeping.
2.5. Monitoring the implementation by employees of the organization of issued orders and instructions taken for control.
2.6. Maintaining a control and registration file.
2.7. Organization of the reception of visitors.
3. Job responsibilities
The receptionist must:
3.1. Accept documents and personal statements for the signature of the head of the organization.
3.2. Prepare documents and materials necessary for the work of the head.
3.3. Monitor the timely consideration and submission by structural divisions and specific executors of documents received for execution, check the correctness of the execution of prepared draft documents submitted to the head for signature, and ensure their high-quality editing.
3.4. Organize the conduct of telephone conversations of the head, record the information received in his absence and bring its contents to his attention, transmit and receive information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, timely bring to his attention information received through communication channels.
3.5. To carry out work on the organizational and technical support of the administrative and administrative activities of the head of the organization.
3.6. Accept correspondence received for consideration by the head, transfer it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparing answers.
3.7. Keep records, perform various operations using computer technology designed to collect, process and present information in the preparation and decision-making.
3.8. Compile letters, requests, other documents on behalf of the head, prepare answers to the authors of letters.
3.9. Perform work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), keeping and drawing up minutes of meetings and meetings.
3.10. Provide the workplace of the head with the necessary means of organizational technology, stationery, create conditions conducive to his effective work.
3.11. Print, at the direction of the head, the service materials necessary for his work or enter current information into the data bank.
3.12. Organize the reception of visitors, facilitate the prompt consideration of requests and suggestions from employees.
3.13.Copy documents on a personal copier.
3.14. Form cases in accordance with the approved nomenclature, ensure their safety and submit them to the archive in due time.
3.15. Monitor the execution by employees of the organization of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the organization taken under control.
3.16. Keep a control and registration file.
The receptionist's secretary has the right to:
4.1. Improve your qualifications in the prescribed manner.
4.2. Require management to assist in the performance of their duties.
4.3. Make suggestions for improving the work related to the duties provided for in this job description.
4.4. Get acquainted with the relevant documents and information necessary for the quality performance of their duties.
5. Responsibility
The Admissions Secretary is responsible for:
5.1. Non-fulfillment (improper fulfillment) of their job duties provided for by this job description within the framework determined by the labor legislation of the Russian Federation.
5.2. Offenses committed in the course of carrying out their activities within the framework of the administrative, criminal and civil legislation of the Russian Federation.
5.3. Infliction of material harm within certain labor, criminal and civil legislation of the Russian Federation.
Head of the structural unit: _____________ __________________
(signature) (surname, initials)
Acquainted with the instructions
one copy received: _____________ __________________
(signature) (surname, initials)
JOB DESCRIPTION OF THE SECRETARY
APPROVE
CEO
Surname I.O. ________________
"________"_____________ ____ G.
1. General Provisions
1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. Secretary reports directly to CEO / .
1.4. During the absence of the secretary, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the post of secretary: education - higher, incomplete higher or secondary specialized, experience of similar work from six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The secretary is guided in his activities by:
- legislative acts of the Russian Federation;
- , Internal labor regulations, other regulatory acts of the company;
- orders and directives of the management;
- this job description.
2. Duties of the secretary
The Secretary performs the following duties:
2.1. Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
2.2. Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
2.3. Accepts documents and personal statements for the signature of the head.
2.4. Answers telephone calls, records and transmits official information to the head, organizes telephone conversations of the head.
2.5. On behalf of the head, he draws up letters, requests, and other documents.
2.6. Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
2.8. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
2.9. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.11. : book air and railway tickets, book hotels.
2.12. Performs individual official assignments of his immediate supervisor.
3. Rights of the secretary
The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
3.2. Provide management with suggestions for improving their work and the work of the company.
3.3. Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
3.4. Require management to create normal conditions for the performance of official duties and the safety of all documents resulting from the activities of the company.
3.5. Make decisions within your competence.
4. Responsibility of the secretary
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety regulations and fire safety.
JOB DESCRIPTION OF THE SECRETARY
APPROVE
___________________________________ (initials, surname)
(name of organization, pre- ________________________
acceptance, etc., its organizational (director or other
legal form) official person, authorized
must approve
nostalgic instruction)
» » ____________ 20__
Job description
head secretary
______________________________________________
(name of organization, enterprise, etc.)
» » ______________ 20__ N_________
This job description has been developed and approved for
basis employment contract With __________________________________________
(name of the position of the person for whom
And in accordance with
this job description has been drawn up)
provisions Labor Code Russian Federation and other regulatory
acts regulating labor relations in the Russian Federation.
I. General provisions
1.1. The secretary of the head belongs to the category of technical
performers.
1.2. A person who has
higher vocational education, without presenting requirements for work experience
work, or secondary vocational education and work experience
specialty for at least __________ years.
1.3. Appointment to the position of secretary of the head and dismissal
from it is made by order of the head of the enterprise on presentation
1.4. The secretary must know:
resolutions, orders, orders, other guidelines and
normative documents of higher and other bodies concerning
enterprise activities;
- regulations, instructions, other regulatory documents for the maintenance
office work;
- the structure and management of the enterprise and its divisions;
- the charter of the enterprise;
- organization of office work;
- methods of registration and processing of documents;
- archiving;
- typescript;
- rules for the use of receiving and intercom devices;
— standards of the unified system of organizational and administrative
documentation;
- rules for printing business letters using standard forms;
— the foundations of ethics and aesthetics;
- rules of business communication;
- Rules for the operation of computer technology;
— Fundamentals of administrative law and labor legislation;
- internal labor regulations;
— rules and regulations of labor protection, safety measures,
industrial sanitation and fire protection;
1.5. The secretary reports directly to the manager
________________________________________________________________________.
(enterprise, structural unit)
1.6. During the absence of the secretary (vacation, illness, etc.)
duties are performed by a duly appointed person,
which acquires the corresponding rights and is responsible for
proper performance of the duties entrusted to him.
1.7. ______________________________________________________________.
II. Job Responsibilities
Secretary:
2.1. Carries out work on organizational and technical support
administrative activities of the head.
2.2. Accepts the submission for consideration by the head
correspondence, transfers it in accordance with the decision taken in
structural divisions or specific performers for use in
the process of working or preparing answers.
2.3. Conducts office work, performs various operations with
the use of computer technology designed to collect, process and
presentation of information in the preparation and decision-making.
2.4. Accepts documents and personal statements for the signature of the head.
2.5. Prepares documents and materials necessary for work
leader.
2.6. Ensures timely review and submission
structural divisions and specific executors of documents,
transferred to the head for signature, ensures their quality
editing.
2.7. Arranging telephone conversations with the manager
writes down the information received in his absence and brings it to him
information its content, transmits and receives information on
receiving and intercom devices (telefax, telex, etc.), as well as
telephone messages, promptly brings to his attention information,
received through communication channels.
2.8. On behalf of the head, writes letters, requests, etc.
2.9. Performs work on the preparation of meetings and meetings,
conducted by the head (collection of necessary materials, notification
participants about the time and place of the event, the agenda, their registration),
takes and draws up minutes of meetings and meetings.
2.10. Supervises the performance of the company's employees
issued orders and instructions, as well as compliance with deadlines
fulfillment of the instructions and instructions of the head, taken under control.
2.11. Maintains a control and registration file.
2.12. Provides the manager's workplace with the necessary
organizational equipment, stationery,
creates conditions conducive to the effective work of the leader.
2.13. Prints office materials at the direction of the head,
necessary for its operation, or enters current information into the databank.
2.14. Organizes the reception of visitors, promotes efficiency
consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature,
ensures their safety and submits them to the archive in a timely manner.
2.16. Performs individual official assignments of the head.
2.17. _____________________________________________________________.
The secretary has the right:
3.1. Get acquainted with the draft decisions of the company's management,
relating to his activities.
3.2. Submit proposals for consideration by management
improvement of the work related to the duties stipulated
this instruction.
3.3. Within the limits of its competence, notify directly
manager about all the shortcomings identified in the process of fulfilling their
job responsibilities and make suggestions for their elimination.
structural divisions and specialists information and documents,
necessary for the performance of their duties.
3.5. Require the management of the enterprise to assist in
performance of their duties and rights.
3.6. ______________________________________________________________.
IV. Responsibility
The secretary is responsible:
4.1. For improper performance or non-performance of their official
duties set out in this job description
within the limits determined by the labor legislation of the Russian Federation.
4.2. For offenses committed in the course of exercising their
activities - within the limits determined by administrative, criminal and
civil legislation of the Russian Federation.
4.3. For causing material damage - within the limits determined
labor and civil legislation of the Russian Federation.
The job description was developed in accordance with ________________
(Name,
_____________________________.
document number and date)
Head of structural unit (initials, surname)
_________________________
(signature)
» » _____________ 20__
(initials, surname)
_____________________________
(signature)
» » ________________ 20__
I am familiar with the instruction: (initials, surname)
_________________________
(signature)
» » _____________ 20__
Job description - the main organizational and legal document regulating the activities of the secretary, defining his rights, position in the organization, the nature of the work. The Secretary relies on this document in his relationships with employees.
There is a secretary in every institution. But, as already mentioned, the position of secretary has many gradations. In a small organization (or firm) there will be one secretary-referent (secretary). In more large organizations secretaries can be with the head and his deputies, in each structural unit. There are college secretaries, scientific secretaries of scientific councils, and so on. Each secretary always, based on the volume and specifics of the organization's activities, the requirements of the head and his trust in the secretary, develops his own range of duties and rights, various combinations creative, logical and technical types works. At the same time, there is a typical set of management operations for documentary and non-documentary services that all secretaries perform.
The duties, rights and types of work that a particular secretary must perform, the requirements for his professional knowledge and skills are fixed in his job description.
If there is a job description for a vacant secretarial position, the applicant immediately finds out what is required of him and correlates his capabilities with the requirements.
If the working secretary does not yet have a job description, it must be drawn up in order to outline the scope of duties and not be “on the hook” for all types of work, to ensure rights, establish relationships, interchangeability with other employees in case of absence or due to temporary overload.
The job description is a long-term document and is applied until it is replaced by a new job description. Therefore, its compilation should be taken with great responsibility. What is written in the job description is what will be asked. What rights are given in it, those you have.
When starting to draw up a job description, you must first of all use the new "Qualification Directory for the Positions of Managers, Specialists and Other Employees". It was developed by the Institute of Labor and approved by a decree of the Ministry of Labor and social development Russian Federation August 21, 1998 (No. 37). The directory is a normative document and it should be emphasized right away that the new qualification characteristics are recommended for use in enterprises, institutions and organizations of various sectors of the economy, regardless of ownership and organizational and legal forms.
The purpose of the handbook is formulated quite clearly: "This Qualification Handbook leadership positions, specialists and other employees (technical performers) is designed to ensure a rational division of labor, create an effective mechanism for delimiting functions, powers and responsibilities, clear regulation labor activity workers in modern conditions development of market relations".
In the directory, unlike the previous "Collection of tariffs and qualification characteristics for industry-wide positions of employees "there is one very important change - it does not indicate wage categories according to a single tariff scale, and in the "General Provisions" section it is written that "The qualification categories for the remuneration of specialists are established by the head of the enterprise, institution, organization. This takes into account the degree of independence of the employee in the performance of official duties, his responsibility for decisions, attitude to work, efficiency and quality work, as well as professional knowledge, experience practical activities determined by the length of service in the specialty, etc."
Thus, the salary of a secretary depends primarily on his knowledge, skills, quality of work, responsibility. This is a significant change that allows the manager to evaluate the work of the employee on specific results.
Of the qualification characteristics, you can fully use the sections: "Job Responsibilities" and "Must Know".
If the organization (firm) is small and the secretary (secretary-referent) alone conducts all organizational and documentary services, i.e. actually performs the functions of the office, but to a lesser extent, you can use the qualification characteristics of the head of the office. Its duties are as follows:
Ensures timely processing of incoming and outgoing correspondence, its delivery to its destination.
Controls the deadlines for the execution of documents and their correct execution.
Organizes work on registration, accounting, storage and transfer to the appropriate structural unit of documents of current office work, including orders and orders of management.
Organizes work on the formation of cases and their deposit.
Develops instructions for record keeping at an enterprise, institution, organization and organizes their implementation.
Takes measures to provide employees with the necessary instructional and reference materials, as well as inventory, equipment, means of mechanization and automation of managerial work.
Provides methodological guidance for the organization of office work in departments, control over the correct formation, storage and timely delivery of cases to the archive, preparation of certificates on compliance with the deadlines for the execution of documents.
Provides printing and reproduction of office documents.
Participates in the preparation of meetings convened by management and organizes their maintenance.
Organizes the execution of travel documents, registration of employees arriving on a business trip to the organization.
He must know;
■ resolutions, instructions, orders, other governing and regulatory documents of higher authorities related to the organization of office work;
■ state system documentation management support;
■ standards for a unified system of organizational and administrative documentation;
■ structure of the enterprise, institution, organization;
■ organization of office work;
■ workflow schemes;
■ the procedure for compiling the nomenclature of cases, inventories of cases of permanent and temporary storage, established reporting;
■ terms and procedure for submitting cases to the archive;
■ systems for organizing control over the execution of documents;
■ office equipment and others technical means managerial work;
■ fundamentals of economics, organization of production, labor and management;
■ labor legislation;
■ internal labor regulations;
■ labor protection rules and regulations8. .
New is the qualification characteristic of the secretary of the head. Let's consider it.
Job responsibilities.
♦ Carries out work on the organizational and technical support of the administrative and administrative activities of the head of the enterprise.
♦ Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparation of answers.
♦ Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and adoption of decisions.
♦ Accepts documents and personal statements for the signature of the head of the enterprise.
♦ Prepares documents and materials necessary for the work of the manager.
♦ Monitors the timely consideration and submission by structural units and specific executors of documents received for execution.
♦ Checks the correctness of the prepared draft documents submitted to the manager for signature, ensures their high-quality editing.
♦ Organizes the conduct of telephone conversations of the head, records the information received in his absence and brings to his attention its content, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, promptly brings to his attention information received through communication channels.
♦ On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of letters.
♦ Performs work on the preparation of meetings and meetings held by the head (collection of necessary materials, notification of participants about the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
♦ Carries out control over the execution by the employees of the enterprise of issued orders and instructions, as well as over compliance with the deadlines for the implementation of instructions and instructions of the head of the enterprise taken under control. Maintains a control and registration file.
♦ Provides the manager's workplace with the necessary means of organizational technology, office supplies, creates conditions conducive to his effective work.
♦ Prints, at the direction of the head, office materials necessary for his work or enters current information into the bank data.
♦ Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
♦ Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive within the established time limits.
♦ Copies documents on a personal copier.
Must know:
♦ resolutions, orders, orders and other guidance materials and normative documents relating to the activities of the enterprise and record keeping;
♦ structure and management of the enterprise and its divisions;
♦ organization of office work;
♦ methods of registration and processing of documents;
♦ archiving;
♦ typescript;
♦ rules for the use of intercoms;
♦ foundations of ethics and aesthetics;
♦ business communication rules;
♦ basics of labor organization and management;
♦ rules for the operation of computer technology;
♦ fundamentals of administrative law and labor legislation;
♦ rules and norms of labor protection9.
As can be seen from the above qualification characteristics, rather high requirements are imposed on the secretary of the head both for knowledge and skills, and for the range of work performed by him. It assumes free possession computer technology, self-compilation on behalf of the head of documents, editing the received draft documents, monitoring the execution, etc. These requirements and terms of reference, which include many creative types of work, predetermine the need for higher professional education, but secondary vocational education is also allowed if there is work experience.
Qualification characteristics of secretary-typist and secretary-stenographer, given in Qualification Handbook, are presented in the same way, only with the addition of typewritten work by the secretary-typist and shorthand by the secretary-stenographer. Therefore, when developing a job description, it is enough to use one of these qualification characteristics.
For example, the job responsibilities of a secretary-typist are given as follows:
> Performs technical functions to ensure and service the work of the head of the enterprise or its departments.
> Receives the information necessary for the manager from departments or performers, calls employees on his instructions.
> Organizes telephone conversations with the manager, receives and transmits telephone messages, records received messages in his absence and brings their content to the attention of the manager.
> Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time, place, agenda of the meeting or meeting, their registration), keeps and draws up minutes.
> Provides the manager’s workplace with office supplies, organizational equipment, creates conditions conducive to more efficient work leader.
> Transmits and receives information on receiving and intercom devices (telex, fax, telefax, etc.).
> Prints various materials at the direction of the manager.
> Conducts office work, accepts correspondence addressed to the head, systematizes it in accordance with the procedure adopted at the enterprise and transfers it after consideration by the head to departments or specific performers for use in the process of their work or preparing a response.
> Follows the deadlines for the implementation of the instructions of the head, taken under control.
> Accepts documents to be signed by the head.
> Organizes the reception of visitors, contributes to the prompt consideration of requests and suggestions from employees.
> Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive within the established time limits.
> Prepares documents for replication on duplicating equipment, and also copies documents on a personal copier.
Must know:
♦ regulations, instructions, other guidelines and norms
motivating documents on record keeping;
♦ structure and management of the enterprise and its divisions; : typescript;
♦ spelling and punctuation rules;
♦ print order various documents;
♦ rules for printing business letters using standard forms;
♦ operating rules for typewriters, dictaphones, tape recorders
♦ rules for the use of intercoms;
♦ standards of the unified system of organizational and administrative documentation;
♦ bases of labor organization;
♦ fundamentals of labor legislation;
♦ internal labor regulations;
♦ rules and norms of labor protection10.
Given job descriptions describe in sufficient detail the functions of the secretary, whose knowledge requirements and will help not to miss anything when writing sections of a specific job description.
The job description refers to documents that have unified form and the established text structure:
■ General
■ Functions
■ Responsibilities
■ Responsibility
The general provisions in the job description contain the following set of information: generalized information about the position, subordination and who manages, requirements for education (higher or secondary) and practical experience (experience in the specialty), the procedure for appointment and dismissal, replacement during absence.
Today, most often, assistant secretaries and secretaries with higher or secondary specialized education, who know a foreign language, work on a computer, and have a certain work experience are required.
These requirements, as a rule, are recorded in the job description of the assistant secretary (secretary) of large firms. Secretaries usually report to the head. In large organizations, secretaries have dual subordination - to the immediate supervisor and the head of the DOW service. They are appointed and dismissed by order of the head.
The last paragraph of this section of the job description contains indications of the main legislative, regulatory, regulatory, organizational, administrative documents that the secretary is guided by in his work. In a generalized form, these acts are indicated in the above qualification characteristics *. This paragraph of the section must begin with the Constitution of the Russian Federation, Labor Code, federal laws, specify the Government resolutions, GOSTs that determine the procedure for processing documents, sample instructions and rules and regulations. The paragraph ends with an indication of the organizational and administrative documents of the higher and its organization (firm): the charter, regulations on structural divisions, orders and instructions, instructions for office work, this job description.
The next section is "Functions". It indicates the main areas of activity, and in the section "Responsibilities" they already list specific types of work that ensure the performance of these functions. Often these sections are combined into one - "Functions and job responsibilities" (or "Main tasks and responsibilities"). This section should be written in as much detail as possible. When compiling this section, many of the wording can be taken from the qualification characteristics, since they list the job responsibilities in sufficient detail. The more the section indicates not only what, but also how the secretary performs certain operations in accordance with the technology of working with documents adopted in the organization, the more valuable the job description will be. Interchangeability is also indicated here.
The "Rights" section is very important for the secretary. It enshrined his powers to independently resolve issues related to his competence. The right is written here:
Have a preview of documents and determine which of them can be transferred to performers, bypassing the head;
> organization of the reception and prioritization of the reception of the visitor;
Do "filtering" phone calls;
> control over the execution of orders of the head and the deadlines for the execution of documents;
> control over the correct execution of documents before submitting them for signature to the manager and sending them;
Have access to information;
> requesting information and documents for the manager;
> represent your organization, etc.
The "Responsibility" section can be written in general, such as "The employee is responsible for failure to fulfill duties and non-use of the rights provided for by legal acts and this instruction", or described in more detail, based on the points of duties. For example, responsibility: for incorrect execution of documents submitted for signature to the head, their non-compliance with the requirements of GOST R 6.30-97; for untimely delivery of documents of a permanent storage period to the archive, etc.
Responsibility can be administrative, disciplinary, material and even criminal. When working on this section, it should be remembered that liability is established in strict accordance with the law. So, in accordance with Art. 15 of the Code of Administrative Offenses "Officers are subject to administrative liability for administrative offenses related to non-compliance with established rules in the field of protection of public administration, state and public order... and other rules, the enforcement of which is part of their job responsibilities". For violations of labor discipline are applied disciplinary action(Article 135 of the Labor Code). In case of liability for damage caused to the organization, in accordance with Art. 121 Labor Code the employee bears liability, i.e. reimburses the cost.
The section "Relationships" (relations by position) is also very important for organizing the work of a secretary. Usually, it is generally recorded in it that the secretary in his work interacts with all employees or structural divisions to collect, process and transfer information and documents. But it is much easier for the secretary to work if this section specifically indicates which departments or employees he interacts with, on what issues, and what documents, when and in what form he receives from them. For example, weekly updates on financial position firms from the accounting department for presentation to management. It is advisable to present this section in a tabular form, which clearly indicates from whom the secretary receives, with whom he coordinates, to whom he transfers documents, in what time frame.
Recently, in many job descriptions, a section “Evaluation of work” has appeared. The main criteria are the timeliness of the work and its quality.
You can supplement the job description with other sections, for example, workplace organization, working hours, etc.
The instruction usually ends with a paragraph on the procedure for its revision. It can be written like: "Until replacement with a new one" or "The instruction is subject to revision in case of a change in the functions of the secretary." A predetermined replacement period may be specified, such as once every 5 years. But it is better to list the conditions for revising the job description in more detail: changing the structure of the organization, changing the staffing table and redistributing responsibilities, introducing new technologies that change the nature of work, etc.
Recall that the job description is drawn up according to the type of general form, approved by the head and issued to the employee.
Approval stamp
CJSC Business School
"Intel Synthesis"
JOB DESCRIPTION
[Secretary I
Text structure
■ General
■ Functions
Ш Responsibilities
■ Responsibility
■ Relationships (connections by position)
Position signature transcript signature
I have read the instructions signature decoding signature
