Functions of the secretary of the head. Typical job description for a secretary of the head
Secretary job description
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. The secretary reports directly to the general director / head of the structural division of the company.
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 position 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;
- the Charter of the company, the 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. Performs 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 employees of the enterprise of issued orders and instructions, 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. Organizes business trips of the head: orders air and railway tickets, books 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
The secretary is responsible:
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 and fire safety rules.
Type sample
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
on the basis of an employment contract with __________________________________________
(name of the position of the person for whom
______________________________________________________ and in accordance with
this job description has been drawn up)
the provisions of the Labor Code of the 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 on 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 reception and communication devices;
- standards of a unified system of organizational and administrative
documentation;
- rules for printing business letters using standard forms;
- 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.
documents, prepares answers to the authors of letters.
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. _____________________________________________________________.
III. Rights
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.
3.4. Request personally or on behalf of the management of the enterprise from
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. A 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__
AGREED:
Head of the legal department
(initials, surname)
_____________________________
(signature)
"" ________________ 20__
I am familiar with the instruction: (initials, surname)
_________________________
(signature)
They represent the main part of the instructions for performing work activities for the designated work position. In addition to a list of certain recommendations that must be followed, such a document contains information about the requirements, rights, area of responsibility of the secretary, as well as general labor regulations. It should not be assumed that such a professional position is simple and does not require taking into account certain nuances.
General Responsibilities
First you need to understand what the classic, unified job responsibilities of a secretary are. Briefly, they can be reduced to the following mandatory recommendations:
Knowledge Requirements
The duties of an employee may vary slightly depending on his main specialization. However, regardless of it, knowledge in the following areas for this position will be useful and very useful:
- Fundamentals of labor and administrative legislation.
- General norms of ethics and business etiquette.
- Fundamentals of office work.
- Safety engineering.
- Rules for working with computing and reception and negotiation rooms, as well as office equipment.
- Occupational Safety and Health.
- Business correspondence requirements.
Among other things, it is impossible to properly perform the duties of a secretary without knowing the internal fundamentals of the enterprise, the schedule of activities, regulatory documents, and much more. 
Responsibilities of an Assistant Manager
The duties of the secretary of the head are not much different from the general requirements given above. He also receives and transmits correspondence, copies and archives documents, controls the communication of the head's orders to responsible persons, conducts the necessary office work, and ensures the purchase of priority goods. Among other things, such a specialist should be able to deal with:
As a rule, such official duties of the secretary of the head can be performed by persons with higher, as well as secondary vocational education. In the latter case, a significant advantage is the presence of work experience in the profession from 2 years.
Rights of the secretary
It must be remembered that not only the duties of the secretary determine his work, the employee, of course, also has certain rights. So, they include the opportunity to get acquainted with working projects and the right to make rational proposals within the framework of their official instructions. In addition, if shortcomings are identified within their competence, the secretary has the right to draw the attention of the head to these aspects. 
Requirements for the activity of a clerk
The duties of a secretary-clerk, as a rule, differ slightly from those described above. At the same time, the assistant manager should primarily ensure the activities of the authorities directly, while the clerk is mostly focused on paperwork. The instructions for his work activity must include such aspects as:
Requirements for the work of a court secretary
Much more significant changes include the duties of the secretary of the court session. As a rule, these specialists are directly involved in conducting and fixing court hearings. In addition, they prepare letters, requests and other documents, they can call persons participating in judicial debates. Such active work can be performed by a person with both higher and incomplete higher education, without relevant work experience. As a rule, this position is chosen by young men and women who wish to gain experience in the judicial field and further pursue their career in the field of law.
It may seem to some that such a vacancy does not require special knowledge and skills, so it will suit many, but this is not entirely true. What else does a court clerk do? His duties include:
- Compliance with the Constitution, Federal Laws and any other legal acts and orders.
- Execution of orders of a judge or other authorized persons.
- Interaction with other employees of the judicial structure to resolve issues that are within the competence of the secretary.
General information
The duties of the secretary-clerk, assistant manager and court employees are regulated by a special document called the job description. Its presence in any company is mandatory, because it is according to the specified list of rules that the employee understands what actions he must perform and what not. Such a document is developed and compiled with the participation of the management team and without fail contains such subsections as general provisions, rights and obligations, areas of responsibility, relationships between employees within the company, as well as necessary applications.
The job description is not included in the list of required documents of the enterprise, however, its presence allows you to clearly define the list of rights and obligations that are vested in employees of the organization, including secretaries.
APPROVE:
CEO
Wholesale Delivery LLC
Shirokov/Shirokov I.A./
August 12, 2014
Secretary job description
General provisions
1.1. This document prescribes the job functions, powers, responsibilities and other working conditions of the secretary of the organization.
1.2. The post of secretary has the right to be occupied by a person who has a certificate of completed secondary general education and has additionally completed special professional training in the form of courses, with work experience of at least six months.
1.3. The appointment and dismissal of the secretary takes place in the manner prescribed by the current Labor Code of the Russian Federation, by a separate order of the head of the organization.
1.4. The director of the organization acts as the direct supervisor of the secretary
1.5. In the absence of a workplace, the secretary must be replaced by an employee approved by a special order of the head of the enterprise.
1.6. The secretary must know:
— Fundamentals of the Labor Law and civil law of the Russian Federation;
– The structure of the enterprise, the management team, including heads of departments;
– Rules for conducting office work;
— Rules of spelling, grammar, style, punctuation, and other sections of the written Russian language necessary for the competent writing and execution of business documentation;
- Unified, mandatory for use, forms, samples, templates of administrative documents;
— Fundamentals of the organization of labor processes;
— Ethics, basics of business communication and style, incl. negotiating, writing letters, dress code, etc.;
— Rules, methods of working with computer and office equipment, including owning applied computer programs (Word, Excel, etc.);
— Approved norms and rules for labor protection, safety and internal regulations.
Functional responsibilities
2.1. The list of labor functions of the secretary includes the following tasks:
— Timely ensuring the smooth operation of the office of the head;
– Scheduling of business meetings, meetings, meetings and other events of the head, their organization;
— Organization of business trips for the head, incl. buying tickets, renting premises, transport, etc.
— Negotiations on current issues with the heads of structural divisions, bringing all the necessary information from them to the director of the enterprise, as well as bringing orders and orders of the director to employees;
– Collection, processing and transfer to the head of the required information;
- Control over the execution of the orders of the head, transferred to the secretary;
– Organization and support of Skype and telephone conversations of the head, receiving and sending fax messages, in the absence of the head at the workplace - receiving the information transmitted to him and bringing them to the head;
— Acquisition of stationery for the head;
— Control over the work of office equipment, timely taking measures in case of its breakdowns and damages;
— Conducting internal and external office work related directly to the head (drafting orders, orders, letters, contracts, etc.)
— Organization of corporate events, holidays, training seminars, etc.
- Receiving and sending letters;
— Reception from employees of the organization of documents and personal statements for the approval of the head;
– Organization of the process of receiving visitors who are not employees of the enterprise;
– Participation in general meetings and meetings;
— Goodwill, positive mood, creating a favorable microclimate in the team.
Rights
The secretary has the following rights:
3.1. Demand working conditions conducive to increasing his labor productivity (including the provision of improved models of office equipment, compliance with workplace organization standards, etc.);
3.2. Demand and receive documents, certificates, orders, directives directly related to its activities;
3.3. Interact with heads of departments, heads of structural divisions and senior management to resolve issues related to the work of the organization;
3.4. To be a representative of the enterprise in other organizations, both state and commercial, on all issues that are within its competence;
3.5. Attend advanced training courses;
3.6. Refuse to perform work duties if something threatens his life or health at the workplace.
A responsibility
The responsibility of the secretary (strictly within the framework of the current legislation) is provided for the occurrence of the following situations:
4.1. Poor-quality or untimely performance of professional functions, as well as a complete refusal to work;
4.2. Refusal to fulfill assignments, tasks, questions, instructions and orders of the head;
4.3. Intentional and systematic provision of false or incomplete information regarding his work;
4.4. Negligent attitude to the provision of labor protection measures, internal regulations and safety, as well as the lack of real actions when they are detected by other employees;
4.5. Deliberate violation of labor discipline in the absence of valid reasons and documents confirming their existence.
4.6. Subordination disorder.
Working conditions
5.1. The mode of work and rest of the secretary is prescribed in the internal labor regulations;
5.2. Business trips are possible (to accompany the head), both within the city and to other regions.
Right to sign
6.1. The secretary is given the right to sign documents directly related to his work.
AGREED
Head of HR
Wholesale Delivery LLC
Semenov/Semenov R.A./
August 12, 2014
I HAVE READ THE INSTRUCTIONS
Vederkina Anna Valerievna
Secretary of Wholesale Delivery LLC
Passport 7685 No. 975849
Issued by the Department of Internal Affairs of the Leninsky district of Perm
09/14/2012 subdivision code 123-425
Signature Vederkin
August 17, 2014
FILES 1 file
Why do you need a job description
This document is equally important both for the secretary himself and for the company's management. On the one hand, it clearly spells out the functions that the employee must perform, the rules and laws that he must know, the procedure for his appointment and dismissal, as well as his rights, etc. On the other hand, this same document allows the employer to coordinate the work of subordinates and effectively manage the production process.
Quite often, job descriptions in the event of conflicts, disputes and disagreements become legally significant documents and acquire evidentiary force. That is why you should not treat the preparation of job descriptions casually, you need to carefully and carefully prescribe each item.
Basic rules for compiling the job description of a secretary
There is no single, mandatory form of the job description of the secretary, so you can draw it up according to a ready-made template or develop a document at your discretion. When drawing up a document, it is worth remembering that secretaries can perform different functions at different enterprises, but their main work should be the same.
The standard, most common version of the secretary's job description includes four sections:
- "General Provisions",
- "Responsibilities"
- "Rights",
- "A responsibility".
However, at will or if necessary, the document can be expanded at the expense of other items (for example, “Other conditions”, “Right to sign”, etc.).
The document is usually written in one copy - it is also signed by the employee for whom it is drawn up, as well as the head of the unit and the director of the organization, but if there are several secretaries, you can print the job description in the required number of copies. Each of them must also have original signatures and, if necessary, corrected so that there is no duplication of the same duties.
Drafting a job description for a secretary
Hat
At the top of the instruction, in its upper right part, a place should be allocated for approval by the head of the enterprise. Here you need to fill in just a few lines: his position (general director, director), company name, last name, first name, patronymic and leave space for a signature with a transcript. Then the name of the document is written in the middle of the line.
The main sections begin with the second part.
General provisions
In the first section titled "General Provisions" first, it is entered what will be discussed in this document, then the procedure for appointing and dismissing the secretary is indicated, to whom exactly he reports, as well as the qualification requirements that he must meet (specialization, education, additional courses, etc.), the necessary experience and work experience.
Then, in the same section, all laws, regulations, rules, orders with which the secretary must be familiar are listed: standards and forms of documents adopted in the organization, rules of office work, knowledge of office equipment, etc. Below you need to write who replaces the secretary in case of his absence from the workplace (without indicating the names of specific employees) ..
Responsibilities of the secretary
Next section "Functional responsibilities" concerns the duties to be performed by the secretary. They need to be written as detailed as possible, in separate paragraphs, in accordance with the needs of the company and taking into account the working time of the employee.
Rights of the secretary
Chapter "Rights" includes the initiatives and powers that the secretary has the right to use for the most effective activity. Usually, this includes the possibility of its interaction with other structural divisions of the company, as well as with management.
Responsibility of the secretary
In chapter "A responsibility" violations should be clearly spelled out for which the secretary may be subject to disciplinary punishment in the form of deprivation of a bonus, remark, reprimand, or even dismissal. In one of the paragraphs, it can be noted that the applied measures of influence correspond to the framework of the law and the Labor Code of the Russian Federation.
Working conditions
In the fifth section of the job description of the secretary called "Working conditions", what they fit into, these conditions are determined (for example, by the internal labor schedule), as well as some features - for example, business trips, shift schedules, etc.
Right to sign
The last section of this document includes only one paragraph, namely, it defines the documents that the secretary has the right to certify with his signature.
After carefully filling out the job description, it must be agreed with the employee who is responsible for compliance with the rules and norms prescribed in the job description of the secretary (this may be the head of the secretariat, the head of the personnel department, etc.). Here you need to enter his position, company name, last name, first name, patronymic, and also certify all this with a signature with a transcript.
Next, we indicate the official and personal data about the employee: last name, first name, patronymic, position, again the name of the organization, passport details, signature and date of familiarization with the document. It is not necessary to put a seal, since the document is part of the internal workflow of the organization.
1. General Provisions
1.1. The secretary is appointed to the position by order of the director of the company (hereinafter referred to as the director).
1.2. The secretary reports to the director.
1.3. The purpose of the secretary's work is to create conditions for the director that ensure the maximum efficiency of his work.
2. Tasks and responsibilities
2.1. Accepts correspondence submitted for consideration by the director, transfers it, in accordance with the decisions made, to structural divisions or specific performers for use in the process of work or preparation of answers.
2.2. Conducts office work, performs various operations using office equipment designed to collect, process and present information for the preparation and decision-making.
2.3. Accepts documents and personal applications for signature to the director.
2.4. Prepares documents and materials necessary for the director to work.
2.5. Organizes telephone conversations of the director, records the information received in his absence and brings its contents to his knowledge, transmits and receives information using receiving and intercom devices, promptly reports to the director the information received through communication channels.
2.6. Monitors the timely consideration and submission by structural divisions and specific executors of documents received for execution; checks the correctness of the prepared draft documents submitted to the director for signature, ensures their high-quality editing.
2.7. On behalf of the director, he draws up letters, requests, other documents, prepares answers to the authors of letters.
2.8. Performs work on the preparation of meetings and meetings held by the director (collects the necessary materials, notifies participants of the time and place of the meeting, agenda, registers), keeps and draws up minutes of meetings and meetings.
2.9. Carries out control over the implementation by the employees of the company of issued orders and instructions, as well as the timing of the implementation of instructions and instructions of the director, taken under control. Maintains a control and registration file.
2.10. Provides the workplace of the director with the necessary organizational equipment, stationery.
2.11. Prints, at the direction of the director, official materials necessary for his work, or enters current information into the database.
2.12. Organizes the reception of visitors, contributes to the efficiency of consideration of requests and proposals of the company's employees.
2.13. Forms files in accordance with the approved nomenclature, ensures their storage and submits them to the archive in due time.
2.14. Copies documents on a personal copier.
3. Rights
The secretary has the right:
3.1. Determine priorities in the director's relationship with contacting organizations and visitors.
3.2. Write simple letters and short prescriptive documents based on verbal instructions from the director.
3.3. If necessary, involve employees of the enterprise in the preparation of documents needed by the director.
3.4. Do not accept official documents prepared in violation of applicable standards for the director's signature.
3.5. Within the scope of its competence and authority, answer telephone calls addressed to the director in order to effectively use his working time.
4. Responsibility
The secretary is responsible:
4.1. For high-quality and timely execution of orders of the director.
4.2. For compliance with the "Internal Regulations" and "Regulations on the trade secret of the company."
5. Knowing the rules
The secretary must know:
5.1. Decrees, orders, orders, regulations, instructions and other regulatory documents relating to the activities of the company and record keeping.
5.2. The structure and management of the company and its divisions.
5.3 Organization of office work; methods of processing and processing documents; archive business; typescript.
5.4. Rules for the use of reception and communication devices, technical means of processing documents, oral and written documentary information, computers and printing machines.
5.5. Standards of the system of organizational and prescriptive documentation; rules for compiling business letters using typical forms.
5.6. Fundamentals of ethics and aesthetics; business communication rules.
5.7. Fundamentals of labor organization and management.
5.8. Rules for the operation of computer technology.
5.9. Fundamentals of administrative law and labor legislation.
6. Qualification requirements
Complete general secondary education and vocational education or complete general secondary education and vocational training at work.
7. Relationships (connections) in accordance with the position
Direct contact with the director, as well as with employees of the company and other organizations, when such persons contact the director on business and personal matters; addresses them if necessary to obtain separate documents, certificates or other information for the director.
