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Deputy Secretary. Job duties of the secretary

Head Secretary

Executive secretary job description template

A sample job description is drawn up taking into account the professional standard

1. General Provisions

1.1. The secretary of the head belongs to the category of specialists.

1.2. A person who has:

1) higher education- bachelor's or secondary professional education on training programs for mid-level specialists and additional professional education;

1) at least two years of work on the organizational and documentation support activities of the head of the organization with secondary vocational education.

1.3. The manager's secretary must know:

1) the specifics of the main activity of the organization;

2) fundamentals of administrative law and labor legislation of the Russian Federation;

3) the management team of the organization and its divisions;

4) self-management functions;

5) principles and rules for planning working time;

6) goal setting;

7) rules for conducting business negotiations;

8) design features of the planner (on electronic and paper media);

9) the basics of time management;

10) telephone contacts of the head;

11) functions, tasks, structure of the organization, its connections vertically and horizontally;

12) rules of interaction with partners, clients, mass media;

13) rules for maintaining and developing interpersonal relationships;

14) rules for the protection of confidential information;

15) the procedure for preparing and conducting business trips;

16) the procedure for issuing documents for a business trip and reporting documents for a business trip of the head;

17) business protocol;

18) ethics business communication;

19) rules for organizing the reception of visitors;

20) rules of speech etiquette;

21) rules for establishing contact, maintaining and developing interpersonal relationships;

22) the structure of the organization and the distribution of functions between structural units and specialists;

23) rules for serving a tea (coffee) table;

24) rules for preparing and serving hot drinks and snacks for them;

25) a set of organizational and technical measures for the preparation and holding of meetings and negotiations, including international ones;

26) rules for maintaining, preparing and formalizing the protocol and other documents created in the process of preparing a conference event;

27) preparation of cost estimates;

28) the basics of writing speeches and reports of the leader;

29) business communication rules, business etiquette;

30) etiquette and principles of international protocol;

31) General requirements to the deadlines for the execution of documents and the control functions of the documentation support service;

32) principles, methods of informing employees;

33) management structure organizations, the management of the organization, signature samples of senior employees, the terms of their powers and limitations of their areas of responsibility;

34) instructions for office work and other local regulations establishing the procedure for the implementation of management procedures;

35) requirements for labor protection, industrial sanitation, fire protection;

36) basics proper organization labor and methods to improve its efficiency;

37) the basics of office ergonomics and floristry;

39) the composition of organizational technology, its structure and the procedure for working with it;

40) legal foundations of management (basics of administrative, labor and civil law);

41) current legal acts, regulatory and methodological documents, state standards, defining the procedure for documentation support of management;

42) structure, management of structural divisions, signature samples of persons entitled to sign and approve documents, and restrictions on their areas of responsibility;

43) rules for documentary support of the organization's activities;

44) requirements for documents in accordance with regulatory enactments and state standards;

45) rules for the preparation of organizational documents (regulations, instructions, regulations);

46) types of documents, their purpose;

47) basics of documentary linguistics;

48) rules for the coordination of documents of the organization (internal and external);

49) rules for signing and approving documents;

50) rules for the preparation and execution of information and reference, management documents and service letters;

51) grammar rules of the Russian language;

52) regulatory legal acts, regulatory and methodological documents, state standards that determine the procedure for documentary support of management;

53) modern Information Technology work with documents;

54) the procedure for working with documents, document flow schemes;

55) rules for working with incoming, outgoing and internal documents;

56) rules for organizing control over the execution of documents and standard deadlines for the execution of documents;

57) rules for the preparation of analytical reports on the organization of work with documents and control over the execution of documents;

58) rules for creating and maintaining databases of official documents in the organization;

59) systems electronic document management;

60) types of nomenclature, general requirements for the nomenclature, methodology for its compilation and execution;

61) the procedure for the formation and execution of cases, indicating the specifics of the formation of certain categories of cases;

62) rules for keeping cases, including those with restricted access documents;

63) rules for the issuance and use of documents from the generated cases;

64) rules for the preparation and transfer of cases to the archive of the organization;

65) features of the formation of external and internal information flows;

66) composition of external information flows;

67) composition of internal information flows;

68) the structure of the organization and the procedure for interaction between departments and services;

69) features of the formation of databases in the organization;

70) modern scientific methods and technical means that contribute to the collection, processing, preservation and transmission of information flows;

71) methods of information processing using modern technical means communications and communications, computer technology;

72) regulatory legal acts, regulatory and methodological documents, state standards in the field of activity of the organization;

73) the structure of the organization, the management of structural divisions, the activities of the organization and the competence of structural divisions and officials;

74) classification of management information, types of management information;

75) forms of providing management information;

76) sources of management information;

77) methodology for selecting sources of information;

78) requirements for management information;

79) ……… (other documents, materials, etc.)

1.4. The executive secretary must be able to:

1) set goals, determine the hierarchy of goals;

2) determine the priority and sequence of work and effectively allocate working time;

3) assist the manager in the distribution of his working time;

4) choose the best ways to inform partners, customers, visitors, heads of departments and employees about planned events;

5) provide information security activities of the organization;

6) select and design a planner;

7) enter and track information on electronic and/or paper media;

8) prioritize, highlight important and urgent;

9) choose the optimal rhythm of work;

10) analyze the reasons for non-fulfillment of tasks;

11) apply information and communication technologies;

12) maintain and use in the work a database of telephone contacts of the head;

13) use means of communication office equipment to receive and transmit information;

14) maintain accounting registration forms, use them for information work and work to control the execution of decisions of the head;

15) smooth out conflict and difficult situations of interpersonal communication;

16) use technical and software for conducting voice or video conferencing;

17) observe official etiquette;

18) draw up advance reports of the head;

19) organize meetings of the head with the host;

20) draw up travel documents;

21) process documents and materials based on the results of the head's trip;

22) ensure the work of the office during the absence of the head;

23) apply methods of business communication;

24) use means of communication to ensure interaction with the manager during his business trip;

25) organize and ensure personal contacts of the head;

26) manage conflicts;

27) take into account the psychological characteristics of the individual when various types professional communication;

28) use the established rules and procedures for communication within the organization;

29) create positive image organizations;

30) take measures to resolve conflict situations;

31) ensure confidentiality in the reception room and office of the head, keep confidential information secret;

32) organize the process of preparation for holding a conference event individually and as part of a working group;

33) document different stages procedures for preparing and holding a conference event;

34) transfer information, documents and materials to the participants of the conference event;

35) prepare and equip the table of the presidium and workplaces of the participants of the meeting (session);

36) serve a tea (coffee) table during coffee breaks;

37) observe the rules of business etiquette and protocol;

38) maintain the image of the organization;

39) create the image of the secretary, corresponding to the image of the organization;

40) work with information, analyze and present it in a systematic way;

41) ensure the safety of the organization's activities;

42) ensure the comfort of the participants of the conference event, help in matters of accommodation, transportation;

43) keep a time card file;

44) work with control information, systematize it and present it in the form of consolidated documents;

45) use the means of communication to transfer the instructions of the head;

46) use modern facilities collection and processing of control information;

47) evaluate the results within the framework of the tasks set;

48) exercise control over the execution of instructions of the head by employees;

49) create conditions that ensure the effective work of the manager;

50) use in accordance with the purpose of the means of organizational technology, stationery;

51) equip workplace manager and his workplace with the necessary equipment;

52) carry out the replacement of consumables, maintenance of office equipment;

53) to carry out daily care of the copier, replacement and storage of cartridges, toner;

54) monitor the condition and replenish stocks stationery, means of hygiene, food;

55) draw up and draw up organizational and methodological documents;

56) edit the texts of official documents;

57) work with the entire set of information and documentation resources of the organization;

58) use databases, including remote databases;

59) use reference legal systems;

60) work with a computer, directories (folders) and files, a scanner;

61) use an office suite ( text editor, tables);

62) use peripheral devices and office equipment;

63) use e-mail;

64) use electronic document management systems;

65) use unified forms of documents;

66) draw up cash financial documents and documents on accounting for overhead costs;

67) print official documents;

68) work with a computer, scanner;

69) work with incoming, outgoing, internal documentation;

70) use electronic document management systems for registration, control of documents and information and reference work with documents;

71) draw up and draw up normative acts;

72) develop the nomenclature of the organization's affairs, taking into account the current regulatory and methodological documents;

73) use the nomenclature of cases when studying the structure of the organization, compiling inventories of cases;

74) form and draw up cases in accordance with the approved nomenclature of cases of the organization;

75) ensure the safety of documents of the organization;

76) prepare cases for transfer to the archive;

77) collect, process and analyze information in accordance with the requirements of brevity, clarity of wording, timeliness of receipt, accuracy and reliability, optimal systematization, continuity of collection and processing of information;

78) carry out registration, accumulation and transfer, systematized storage and issuance of information in the required form;

79) draw up and draw up summary, reporting, statistical documents;

80) carry out processing and structuring of information, forming information resources;

81) enter new data into reference and information systems;

82) enter electronic images of documents into the computer memory;

83) search for information in existing databases, conduct information and reference work based on various combinations of search features;

84) use modern technologies collection and transmission of information;

85) collect and process information necessary for the activities of the head;

86) to systematize received and transmitted data;

87) check the reliability, completeness and consistency of data, avoid duplication of information;

88) provide data in a single and easy-to-read format;

89) reuse the received information, constantly update the data;

90) ensure the efficiency of information flows;

91) work with a computer, use an office suite (text editor, spreadsheets);

92) ……… (other skills and abilities)

1.5. The secretary of the head in his activities is guided by:

1) ……… (name of constituent document)

2) Regulations on ……… (name structural unit)

3) this job description;

4) ……… (names of local regulations governing labor functions by position)

1.6. The secretary of the head reports directly to ……… (title of the position of the head)

1.7. ……… (other general provisions)

2. Labor functions

2.1. organizational, documentation and Information Support activities of the head of the organization:

1) assisting the manager in planning working time;

2) planning the working day of the secretary;

3) organization of telephone conversations of the head;

4) organization of business trips of the head;

5) organization of work with visitors in the reception room of the head;

6) organization of preparation, holding and servicing of conference events;

7) organizing the execution of decisions, monitoring the execution of instructions of the head;

8) organization and maintenance of the functional working space of the reception and the manager's office;

9) development of local regulations governing the work of the secretary;

10) drawing up and execution of management documentation;

11) organization of work with documents in the reception room of the head;

12) organizing the storage of documents in the reception room of the head;

13) providing the head with information;

14) organization information exchange manager with departments and officials of the organization.

2.2. ……… (other functions)

3. Job responsibilities

3.1. The Executive Secretary has the following responsibilities:

3.1.1. As part of the labor function, assisting the manager in planning working time:

1) carries out the choice of the form of planning and the design of the planner (organizer) of the head;

2) enters information into the scheduler (organizer);

3) agrees with the head of temporary plans;

4) coordinates telephone conversations, meetings and events with partners, clients, heads of departments and employees;

5) informs the head of the schedule of planned activities;

6) issues a warning about the approaching time of the scheduled events;

7) carries out the formation of a reserve of time for unforeseen situations;

3.1.2. As part of the labor function, planning the working day of the secretary:

1) selects and draws up a planner secretary;

2) keeps a diary (in electronic and / or paper form);

3) makes the coordination of plans with the plans and terms of work of the head;

4) makes the distribution of working time (per day, week, perspective);

5) reschedule outstanding scheduled tasks;

6) carry out typical daily activities;

3.1.3. As part of the labor function, the organization of telephone conversations of the head:

1) maintains a database of telephone contacts of the head;

2) connects the manager with specific subscribers;

3) prepares materials for telephone conversations of the head;

4) registers incoming telephone calls to the reception;

5) redirects individual phone calls to deputy heads and other employees;

6) receives the necessary information and transmits authorized information by telephone;

7) establishes contact with the interlocutor, maintains and develops a business conversation in the course of telephone conversations;

8) provides assistance to the head in organizing and conducting telephone conversations and video conferences;

3.1.4. As part of the labor function, the organization of business trips for the head:

1) prepares the draft job assignment of the head;

2) prepares a draft order for a business trip;

3) issues a travel certificate and its registration, if necessary;

4) prepares documents for obtaining a visa, a foreign passport;

5) makes an order for railway and air tickets, hotels, transport support for the head;

6) draws up the trip program, clarifies the features of the protocol of planned events;

7) prepares documents for the trip of the head;

8) performs clarification of the date, positions, surnames in the business trip program;

9) carries out the study of the route of the head, linking it with the transport schedule;

10) processes business trip materials, draws up a business trip report;

3.1.5. As part of the labor function, the organization of work with visitors in the reception room of the head:

1) organizes the personal reception of visitors by the head;

2) establishes the order of admission for various categories visitors;

3) maintains a journal of preliminary appointment;

4) register visitors;

5) facilitates prompt consideration of requests and suggestions of visitors and employees of the organization;

6) organizes the reception of business partners in the office;

7) organizes the service of the head and his business partners in the office;

8) serves the tea (coffee) table in the office;

9) takes measures to preserve commercial secrets during the reception of visitors and their stay in the reception and office of the head;

3.1.6. As part of the labor function, organizing the preparation, holding and servicing of conference events:

1) prepares the agenda of the event;

2) makes registration of the list of participants of the event;

3) informs the participants about the upcoming event and conditions of participation;

4) selects the place and time of the event;

5) prepares a preliminary cost estimate;

7) collects the texts of reports and draft final documents from the speakers;

9) draws up attendance sheets and a list of registration of participants in the event;

10) purchases stationery and products for coffee breaks;

11) resolve issues of technical equipment of the event;

12) assists in the preparation of the report of the head, presentation materials;

13) organizes the preparation of the presidium and workplaces of participants;

14) organizes the meeting and registers the participants of the event;

15) keeps the minutes of the event;

16) organizes service maintenance during coffee breaks;

17) organizes cultural events, transport and hotel support;

3.1.7. As part of the labor function, organizing the execution of decisions, monitoring the execution of instructions from the head:

1) produces documenting manager's decisions;

2) carries out bringing to the attention of the employees of the organization the orders of the head;

3) performs coordination of activities for the execution of the decisions of the head;

4) carries out maintenance of time-limited current and preventive control;

5) checks the execution of the instructions of the head within the prescribed period;

6) warns employees about the expiration of the deadline for the execution of the instructions of the head;

7) makes a fixation of the execution of instructions;

8) produces reports and analytical reports on the implementation of instructions and decisions of the head;

3.1.8. As part of the labor function, the organization and maintenance of the functional working space of the reception and the manager's office:

1) provides the workplace of the head with the necessary means of organizational technology, stationery;

2) organizes the reception office in accordance with the requirements of ergonomics and work culture;

3) organizes the interior design of the manager's reception room;

4) manufactures equipment of the workplace with office equipment, a personal computer, auxiliary equipment;

5) organizes the equipment of the reception room with storage systems, necessary devices, provision of stationery;

6) provides storage and replacement of consumables, daily maintenance of office equipment;

7) makes an order for stationery, hygiene products, food products;

3.1.9. As part of the labor function, the development of local regulations governing the work of the secretary:

1) develops the job description of the secretary;

2) develops the regulation on the secretariat;

3) develops instructions for office work;

3.1.10. As part of the labor function, the preparation and execution of management documentation:

1) performs the drafting of administrative (orders, instructions) and information and reference documents (official letters, certificates, reports and memos);

2) print official documents and other materials;

3) perform reproduction of official documents;

4) controls the passage of documents in the organization (coordination, signing and approval of the document);

3.1.11. As part of the labor function, the organization of work with documents in the reception of the head:

1) carries out the receipt, preliminary consideration and sorting of documents received at the reception of the head;

2) performs the preparation of documents for consideration by the head;

3) keeps records of documents received in the name of the head;

4) organizes the delivery of documents to performers;

5) performs the creation and maintenance of a database of documents of the head;

6) carry out information and reference work;

7) controls the execution of documents and instructions of the head;

3.1.12. As part of the labor function, the organization of the storage of documents in the reception of the head:

1) develops sections of the nomenclature of affairs of the organization;

2) produces the formation and registration of cases of permanent, long-term storage periods;

3) performs the preparation and transfer of cases to the archive of the organization;

3.1.13. As part of the labor function, providing the manager with information:

1) collects and processes information necessary for making informed management decisions;

2) checks the reliability, completeness and consistency of data, excludes duplication of information;

3) provide data in a unified and easy-to-read format;

4) identifies the most significant criteria for systematizing information for creating databases;

5) generates and uses databases in the organization;

3.1.14. As part of the labor function, the organization of information interaction of the head with departments and officials of the organization:

1) informs the employees of the organization about the decisions of the head;

2) organizes the exchange of information between departments and officials of the organization;

3) notifies employees about upcoming events;

4) organizes meetings of the labor collective with the management;

5) informs the manager about the appeals of employees on work and personal issues;

3.1.15. As part of the performance of his labor functions, he performs the instructions of his immediate supervisor.

3.1.16. ……… (other duties)

3.2. ……… (other job descriptions)

4. Rights

The secretary of the head has the right:

4.1. Participate in the discussion of draft decisions, in meetings on their preparation and implementation.

4.2. Ask the immediate supervisor for clarifications and clarifications on these instructions, issued assignments.

4.3. Request, on behalf of the immediate supervisor, and receive from other employees of the organization the necessary information, documents necessary for the execution of the assignment.

4.4. Get acquainted with the draft decisions of the management regarding the function performed by him, with documents defining his rights and obligations in his position, criteria for assessing the quality of the performance of his labor functions.

4.5. Submit proposals on the organization of labor within the framework of their labor functions for consideration by their immediate supervisor.

4.6. Participate in the discussion of issues related to the duties performed.

4.7. ……… (other rights)

5. Responsibility

5.1. The Executive Secretary is responsible for:

For improper performance or non-performance of their duties under this job description - in the manner prescribed by current labor legislation Russian Federation;

For offenses and crimes committed in the course of their labor activity, - in the manner prescribed by the current administrative and criminal legislation of the Russian Federation;

For causing damage to the organization - in the manner prescribed by the current labor legislation of the Russian Federation.

5.2. ……… (other liability provisions)

6. Final provisions

6.1. This job description has been developed on the basis of professional standard"", approved by the Order of the Ministry of Labor and social protection Russian Federation dated May 6, 2015 N 276n, taking into account ... ... ... (details of the organization's local regulations)

6.2. Familiarization of the employee with this job description is carried out upon employment (before signing employment contract).

The fact that the employee is familiarized with this job description is confirmed by ……… (signature on the familiarization sheet, which is an integral part of this instruction (in the journal of familiarization with job descriptions); in a copy of the job description kept by the employer; otherwise)

6.3. ……… (other final provisions).

Each enterprise conducts its activities on the basis of local regulations, which are drawn up in accordance with the norms current legislation. And since each company is a separate organism, it must work harmoniously.

One of important documents, on which the activities of the specialists of the enterprise are based, is the job description. This is a document that spells out the functional duties of an employee of one direction or another, specialty. It is necessary to thoroughly familiarize employees not only with their duties, but also with their rights, powers and functions.

Job description- This is a local document that indicates the rights and obligations of each employee, depending on the position held and the work function performed.
This document is developed by specialists of the personnel department together with lawyers. The instruction is approved by the employer or hired manager, if he has such authority.

The employer is obliged to familiarize the applicant with the job description before signing the employment contract. If this is not done, then involve the employee in disciplinary responsibility for failure to perform their duties, the employer will not be able to.

The document must describe in detail the duties of the secretary, depending on the specifics of the work. The more detailed these duties are, the easier it will be to resolve pre-trial and judicial conflicts between the employee and the employer.

Why do you need a job description

When compiling this document, responsible person should be based on the norms of the current federal, regional and local levels. The head of the enterprise, as the person responsible for the correct management of documents, must check this compliance. Besides, personnel chief must also be aware of the compliance of the instruction with current legislation.

It is compiled either for a group of identical positions, or for a specific individual position. The employee must be familiar with the document against signature. You need to do this when applying for a job. If it is not compiled correctly, then the employee and the manager will certainly have disagreements and conflict situations regarding the division of labor and the functions performed by the employee.

With the correct drafting of job descriptions, management should pursue specific goals and solve the following tasks:

properly divide work responsibilities between employees of similar positions. It is necessary to clearly coordinate their actions to achieve the most useful result;
improvement of the psychological climate in the team, improvement of the situation. It is necessary to minimize the percentage of the likelihood of conflicts;
clearly delineate the rights and obligations of specialists of the same level, give specifics on their powers, clearly define the responsibility of each. If necessary, one can separately focus on disciplinary sanctions that can be applied to a specialist in the form of responsibility for neglecting one's duties;
to carry out psychological and official unloading of employees who are forced to combine several positions. It is not enough just to unload them, this load must be correctly and evenly distributed;
establish a system of psychological and financial incentives and motivation;
appropriate distribution of responsibilities among managers.

With the help of the job description, the management of the enterprise implements all aspects of the interaction between the management apparatus and personnel. But it is not always possible to achieve the maximum possible result. Therefore, it is necessary to correctly select and appoint a person who will be responsible for compiling job descriptions.

Depending on the size of the company and the number of employees, a standard instruction is drawn up for a group of identical positions. If necessary, you can make adjustments for a specific position. If the company is small, has only 25-50 people, then the document is drawn up for each position separately. Responsible is a member of the Human Resources Department.

Basic rules for compiling the job description of a secretary

There is no developed unified form job description. Therefore, each enterprise has the right to choose how to draw up a document.

When compiling the document, the responsible officer must remember that it is necessary to take into account the specifics of the activities of a particular enterprise. In firms of different directions, secretaries can perform various functions and duties. This must be taken into account when drafting.

You can rely on a generally accepted pattern. Each job description should include the following:

If necessary, additional sections can be added to the job description of the secretary:

"working conditions". Here you can make a reference to the internal regulations to determine the mode of operation of the secretary. If there is a need to accompany the manager on business trips, this nuance can also be reflected here;
"right to sign". The secretary can sign documents within the scope of his authority.

The job description, drawn up by the responsible employee of the personnel department, must go through the procedure of coordination with the head personnel service. In addition, the secretary himself must be familiarized with it against signature.

Drafting a job description for a secretary

The document is drawn up in a single copy. It is signed by the secretary himself after he carefully reads and studies it. If the enterprise has several secretaries by state, then you can print several copies, making the appropriate changes for each separately, depending on the position of the head to which the secretary is “attached”.

If the secretary himself needs an additional copy for personal use, he can make a copy of the job description already signed by him. It is not prohibited!

To properly compose a document, you must follow some rules. In particular, a “header” should be designed in the upper right corner. This is the place for the approval of the instructions by the head of the entire enterprise. Here you need to fill in a few lines:

must be the word "I approve";
followed by the position of the leader. For example, " CEO" or "director";
Full name of the head;
leader's signature.

Then in the middle of the sheet, you must specify the name of the document. This is the secretary's job description. Only after that all the main points are registered.

The sections that the secretary's instruction should consist of have been mentioned above. They are prescribed in accordance with the regulations of the duties performed. For example, the functional duties of the secretary of the head of the department may be somewhat "narrower" than the duties of the assistant to the head of the entire enterprise.

After the instruction is drawn up, it must be agreed with the employee who is responsible for the secretariat. This may be the head of the relevant structural unit. If there is no such person in the state, then with the head of the personnel service or other employee whose duties include such coordination.

The approval mark is placed at the end of the document. You need to fill in a few lines:

be sure to indicate the word "agreed";
position responsibility of the person;
the name of the company in an abbreviated version;
Name of this employee;
calendar date for approval;
signature of the person who approved the instruction.

After that, you need to give the document for review to the secretary himself. You also need to fill in a few lines:

it is obligatory to indicate the phrase “I am familiar with the instructions”;
the position of the secretary as it is indicated in the staff list;
the name of the company in an abbreviated version;
Name of this employee;
passport details. If necessary, you can make a copy of the page of the passport where the personal data of the secretary are indicated. Attach a copy to the instructions as confirmation of the specified data;
calendar date for approval;
the signature of the employee, which confirms that he really read his job description.

Do not "move" the document without reading it carefully. Careful familiarization is a guarantee that he will faithfully fulfill his duties and will not do work for other employees. If the secretary deviates from his functional duties or does not fulfill them, he will be held accountable.

On the contrary, if he is held liable for an alleged non-performance, he can always refer to the instruction and challenge the order of the management on the appointment disciplinary action. It will also help when filing a complaint with the labor inspectorate or when filing a lawsuit in court. Therefore, you need to be careful!

Job duties of the secretary

Every organization needs a secretary. Therefore, the job description of such an employee is useful to every company. The secretary can be both the head of the enterprise and the head of the structural unit. This is the function of the secretary.

The duties of the secretary include:

acceptance and sorting of correspondence received for the head;
conducting office work within the framework of the activities of a department or structural unit;
acceptance of personal statements from employees for the signature of the head;
preparation of documents and materials that are necessary for the boss to work;
work with computer, copier and other office equipment;
maintaining a control and registration file;
printing documents that are necessary for the boss to work;
performance of work on the preparation of various meetings, meetings and other meetings;
preparation and printing of documents necessary for such meetings;
organizing the reception of visitors;
keeping a register of incoming and outgoing documents;
polite communication on the phone;
other duties that depend on the specifics of the activities of the department or structural unit.

Job description of the secretary of the head

The manager's secretary also has a job description. The responsibilities of the Executive Secretary include:

carry out work on the organization of technical support for the activities of the head;
accept and sort all correspondence that comes in the name of the head;
if there is such a need, then sort all correspondence by structural divisions and organize the delivery of this correspondence to the relevant structural divisions;
organization of telephone conversations of the head;
reception and recording of incoming information during the absence of the head;
work with office equipment;
organization of meetings, meetings and meetings;
preparation and printing of necessary materials for meetings;
execution of individual instructions of the head.

Download

You can download a sample job description of a secretary in .doc format

Secretaries are employees, without whose participation, knowledge and skills it is difficult to ensure the coordinated work of an economic entity. The range of duties of a secretary is quite large. It is worth familiarizing yourself with them in order to have an idea of the significance of this profession in modern reality.

Features of the profession of a secretary and requirements for an employee

This job not only requires a person to be organized, communicative and collected, but can also promise him excellent career prospects. For example, in the future, he can count on the position of an office manager of a department employee, etc.

The main requirements for this specialist are as follows:

Secondary, higher education;
Work experience;
PC proficiency and ability to work with office equipment;
Knowledge of the basics of office work;
Knowledge of a foreign language (often English).

Also, many employers focus on personal qualities person (goodwill, responsiveness, punctuality), his attitude to the smallest details, the ability to cope with a wide range of duties and assignments, pleasant appearance.

The salary of a specialist varies from 15,000 rubles to 40,000 rubles. It depends on the volume of work and the financial situation of the organization itself.

There are several main specializations of a secretary:

Assistant manager;

Responsibilities of the Executive Secretary

Appointment and dismissal this employee can only take place by order of the manager in whose subordination he is. Also available is executive, to whom the duties of the secretary of the head are delegated during his absence from work.

In his work, this employee is guided by:

regulatory legal acts of the federal and regional levels;
Charter and local internal regulations;
the provisions of the job description.

The responsibilities of the Executive Secretary include:

ensuring the administrative and administrative activities of the head (systematization and structuring of all the materials necessary for this);
providing the head with everything necessary for work - serviceable organizational equipment, stationery;
preparation of meetings and meetings held by the head;
organization of a business trip for the head (ordering tickets and booking a hotel);
drafting requests and letters on behalf of superiors;
organization of reception of visitors (if necessary - meeting and accommodation of guests);
answering incoming calls, fixing the information received and transferring it to the manager;
acceptance of applications and their transfer to the signature of the head;
transfer of information from management to end users (specific contractors, partners, customers);
control over the timing and quality of execution by employees of the enterprise of orders and instructions of the management;
performance of copying and duplicating works of any complexity and volume;
maintaining operational communication with other companies (both state and commercial), individuals on issues related to the direct activities of the enterprise.
issuance of the necessary certificates on the length of service of employees, as well as on their wages.

The secretary must also carry out separate assignments of an official nature of his immediate supervisor.

In addition to duties, this specialist also has rights. He can:

The Executive Secretary is responsible for:

violations of internal labor regulations and safety regulations;
non-compliance with orders, instructions and other local acts;
failure to fulfill the duties prescribed in the job description;
execution of documents that are submitted for signature to the head;
disclosure of information entrusted to him.

Job responsibilities of a secretary

The secretary clerk is one step lower than the referent. But that doesn't make his range of responsibilities any less.

So, the duties of the secretary-clerk include:

Many of the duties that are assigned to the clerk can also be performed by the secretary of the head, but it is worth clarifying that his functionality is noticeably wider. This is primarily due to the need to management activities bosses.

The clerk, like any other specialist, has a number of rights, in particular:

the right to access to the information necessary for its activities;
the right to certify certain documents with your own signature;
the right to familiarize with the documents, as well as the decisions that the management makes, regarding the range of their job duties;
the right to defend their interests.

For employment as a secretary, you must correctly compose a resume. It is important to indicate all your main professional advantages, personal qualities and, of course, profile work experience. You can also download a suitable resume from the Internet, fill it out and send it to potential employer for consideration.

2.3. What should and what can the secretary

What the secretary should know and be able to do is set out in the qualification profile.

Qualification characteristic- this normative document, establishing what this or that employee should do at his job, what he should know and be able to do for this, and what should be the level of his training.

Job Responsibilities(secretary must be able) Perform technical functions to ensure and service the work of the head of the enterprise (or division), help plan the workday of the head. Receive the information necessary for the manager from departments or performers, call employees on his behalf. Organize telephone conversations with the head, receive and transmit telephone messages, record received messages in his absence and bring their contents to the attention of the head. Organize trips and business trips of the head. Carry out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time, place and agenda of the meeting or meeting, registering them), keeping and drawing up minutes. Provide the manager's workplace with stationery, organizational equipment, create conditions conducive to his effective work. Transmit and receive information on receiving and intercom devices, quickly print various materials at the direction of the head. Conduct documentation work, accept correspondence addressed to the head, organize it in accordance with the procedure adopted at the enterprise and transfer it after consideration to the heads of departments or specific performers for use in the process of their work or for preparing a response. News information service manager and employees (oral, documentary, write press reviews, provide copies of interesting articles). Follow the deadlines for fulfilling the instructions of the head on personal statements of citizens. Organize the reception of visitors, while showing tact and attention to them, contribute to the prompt consideration of requests and proposals of employees, form cases in accordance with the approved nomenclature of cases, ensure their safety and deadlines to archive. Create and use databases (including Internet information).

The secretary must know: the activities of the company and the duties and competencies of employees; provisions and instructions for documentation support; typescript; work for personal computer, modern computer editors (Word, Excel, etc.); spelling and punctuation rules; the order of arrangement of the material when printing various documents; rules for the operation of office equipment (faxes, mini-ATS, photocopiers, voice recorders, tape recorders); rules for the use of receiving and intercom devices; standards of the unified system of organizational and administrative documentation; internal labor regulations; basics scientific organization secretarial work; the psychology of people and the laws of effective communication; office etiquette; rules and norms of labor protection, safety measures, industrial sanitation and fire protection; foreign language of clients and partners; Labor Code RF.

For development and specification qualification characteristic enterprises (firms) develop job descriptions.

Job description - the main organizational and legal document regulating the activities of the secretary, defining his rights, position in the organization, nature of work. The Secretary relies on this document in his relationships with employees. What is written in the job description, then it will be asked what rights are given in it, the secretary has those.

The job description for a secretary is an individual document, since the position of a secretary has many gradations. In a small organization (or firm) there will be one secretary (secretary-referent). In larger organizations, the head and his deputies may have secretaries in each structural unit. There are secretaries of the board, scientific secretaries of scientific councils, etc. 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 of creative, logical and technical types of work. At the same time, there is a typical set of management operations for documentary and non-documentary services that all secretaries perform. In addition, the peculiarity and complexity of compiling the job description of the secretary are due to the versatility of his activities. Therefore, it is impossible to talk about any single standard of the job description of a secretary (secretary-referent).

However, as with any job description, there are general requirements for it. First of all, it has an already established unified structure of the text, namely the sections:

1. General Provisions;

2) functions;

3) official duties;

5) responsibility;

6) relationships;

7) communications by position.

A section "Evaluation of work" can be added, and in last years the section “Organization of work (daily routine)” appears more and more often.

Chapter " General provisions» contains the exact title of the position in accordance with staffing, place in the management system, i.e. the name of the structural unit and subordination, the procedure for appointment and dismissal and the procedure for replacement. In large organizations that have a DOW service, the secretary has dual subordination - directly to his head and the head of the DOW service. Secretaries are appointed and dismissed by order of the head (in large organization- on the proposal of the head of the service of the preschool educational institution). In the same section, the requirements for professional training and work experience are indicated. Today, the attitude towards the secretary and the requirements for him have changed dramatically. Firms are looking for a secretary with a higher or secondary specialized education who knows a foreign language and is fluent on a computer. Increasingly, the secretary, as well as abroad, is required to know not one, but two or more foreign languages, as firms have numerous contacts with foreign partners, and the secretary communicates with them. It also contains indications of the main legislative, regulatory, regulatory, methodological, organizational, administrative documents by which the secretary is guided in his work.

The "Functions" section lists the main activities of the secretary (secretary-referent), for example: information and documentation support for the head, organizational support for the work of the head, participation in the preparation of exhibitions and presentations, etc.

The section "Responsibilities" lists all types of work, operations and technologies used in their implementation. It lists in a logical sequence the work performed by the secretary. All types of work are divided into operations with an indication of the technology of execution. For example, the function "information and documentation support" is divided into two parts: documentation and work with documents. Documentation, in turn, includes the preparation of letters (letters of invitation, letters of reminder, etc.), telegrams, etc., on the instructions of the project manager; printing documents of the head on the computer; verification of the correctness of the execution of documents when submitted for signature to the head (visas, the availability and correctness of the details in accordance with the requirements of the standard, etc.); making and certifying copies of documents, etc. Working with documents includes receiving incoming documents (hours are indicated, for example: at 09 and 16 hours), receiving faxes and Email(during the day); primary processing of received documents in accordance with the requirements of the office work instructions; preview of documents (if it is entrusted to the secretary); registration of documents according to the rules established by the organization; report of documents to the head, etc.

The "Rights" section is perhaps the most important. He emphasizes the place of the secretary in the management system, his importance, position in the organization. It is through the rights that the powers delegated by the head to the secretary and the degree of his independence are visible. This section enables the secretary to free up the manager's time for solving the main strategic and tactical tasks.

It is this section of the job description that gives the secretary (secretary-referent) greater or lesser powers and determines the degree of his capabilities.

The section "Responsibility" is compiled in strict accordance with the law.

The section “Relationships (connections by position)” is also very important for organizing the work of any employee of the administrative apparatus, and first of all, this is due to the active implementation automated systems, which require a detailed indication of what information, in what form, to whom it is transmitted and from whom it comes.

In recent years, a Job Evaluation section has often appeared in job descriptions. It usually indicates the criteria for the timeliness of the work and its quality, for example: the absence of complaints, claims and complaints; absence of errors in documents; compliance with the deadlines for the execution of instructions from the management, etc.

As a rule, the job description ends with an indication of the procedure for its revision. The conditions for revising the job description may be changes in the structure of the organization, which entailed a redistribution of the duties of employees, a change in the types of work performed by the secretary, and the introduction of computer technology. But much more often indicate the period of mandatory revision or re-approval of the instruction (3 years or 5 years).

An optional section is "Organization of work", but in Lately it is very popular and more and more common. It provides an approximate daily schedule for the work of the secretary. It might look like this.

FIRST HALF OF WORKING DAY:

1) come to work 10 minutes before the head, in order to check the state of the workplace (his own and the head), put himself in order, draw up or clarify a plan for the coming day;

2) pick up according to the plan required documents and deeds;

3) receive correspondence, familiarize yourself with the content, put aside documents that require a priority decision of the head;

4) telegrams, urgent faxes and telephone messages to immediately transfer to the head;

5) prepare options for possible answers or resolutions for the rest of the documents, distribute among the executors;

6) review received reviews, reports, invitations, etc.; Record the dates and times of all events in your diary-calendar;

7) keep the documents necessary for the current information and reference work;

8) report to the manager on the received correspondence;

9) clarify, together with the head, the content of the planned activities for the current day;

10) transfer by phone and personally the instructions of the head to the relevant executors and remind about the expiring deadlines for the execution of documents.

AFTERNOON:

1) collection and preparation for signing of executed documents;

2) report to the manager on the executed documents, take the documents processed by him from the manager;

3) process and send outgoing documents;

4) plan activities for the next day.

Throughout the working day are:

a) work with visitors, telephone conversations;

b) filing of executed documents in cases;

c) performance of work on the computer;

d) organizing the copying of documents in accordance with the instructions of the head.

END OF WORKING DAY:

1) review your diary and inform the relevant departments about the need to prepare for certain activities;

2) if the head remains to work after the end of the working day, it is necessary to provide him with all the necessary information, materials;

3) tidy up your workplace, remove documents, lock the safe and all filing cabinets with a key, turn off electronic and technical equipment from the network.

The job description is integral part the entire package of documents necessary for organizing the work of the administrative apparatus.

ADVICE. Organize your working day in such a way that you can do everything and be useful to everyone. Give yourself to your work, but do not forget that there are issues that are not in your competence. Therefore, do only what you have to do.

Summing up: it should be noted again that the job description for the secretary is an individual document, since the position of secretary has many gradations. Each secretary, based on the volume and specifics of the organization's activities, the requirements of the head and his trust in the secretary, has his own range of duties and rights, various combinations of creative, logical and technical types of work.

The chief engineer of an enterprise is usually considered the right hand of the director, and the deputy for commerce is the left, but when the secretary is absent, the director is completely without hands.

The position of secretary is classified in labor law as technical category executive officers. Its activities are carried out within the framework of a standard legal act that regulates the relationship between the two parties, participants in the process - employer And worker, and belongs to the qualification section job descriptions multisectoral plan involved in manufacturing enterprises, companies, government organizations, municipal and private institutions.

Instruction Structure

A well-written document should fully reflect following main chapters written in a specific order. It is advisable to consider them in more detail.

A citizen who has graduated from a higher professional educational institution without claims to the presence of any work experience in this specialty, or a person who has received a secondary specialized education. In the latter case prerequisite for employment can be have a continuous experience in this profession for a period of at least 2 years.

The powers to hire and dismiss from the post of secretary are vested by law in the head of the organization.

The person acting as an applicant must have the following list of knowledge and professional skills:

be aware of the rules for registration, the procedure for the receipt and storage of regulatory papers and documents of higher organizations on which the functioning of the enterprise depends - orders, resolutions, acts;
have basic knowledge of the procedure for conducting the office work process, be well versed and understand the meaning of model instructions, provisions that the employee will have to face in the course of his work;
know the structural classification of the company by divisions;
know how to draw up documents and the basic principles of working with them;
have a clear understanding of the storage of papers and the use of the archive;
have high speed computer typing or typewriting;
demonstrate communicative, negotiation and diplomatic qualities;
be able to use office equipment and communication equipment;
know the basic standards for the design of administrative papers;
have a clear understanding of the basics of ethical and aesthetic behavior and competently use them;
own the necessary amount of administrative and legal framework state regulations governing labor activity.

direct submission - the head of the organization or department head.

In the event of the forced absence of this employee, his powers may be transferred to another executor temporarily appointed to the position by an internal order for the enterprise.

Functions and official rights

The profession of a secretary is a multifunctional and rather multifaceted position, which includes the implementation next steps as intended:

Basic rights:

make independent decisions on issues within its scope of duties and competence;
do not carry out assignments and tasks that border on a risk to health and life;
demand from immediate supervisor ensuring a normal workplace and compliance with labor protection rules at work;
have access to all information necessary for the performance of their duties;
come up with rationalization proposals as part of the regulation of their activities and the work of staff members;
notify the management team of violations and shortcomings found in the labor process, as well as independently take measures to eliminate them;
demand from employees a written report in case of failure by them to comply with the orders and instructions of the boss, indicating the reasons.

Responsibility

The secretary, within the framework of his official activities, is entrusted with next responsibility behind:

the implementation of representation of the interests of him personally or the organization in which the leadership is carried out, inconsistent with the commanding staff;
own decisions and actions;
inadequate performance of their direct duties;
non-compliance general rules prescribed by the management package of the company's papers;
incorrect attitude to personal, confidential information, as well as disclosure of information constituting a commercial secret;
causing material losses to the organization;
non-compliance labor discipline, daily routine, violation of safety regulations at work;
neglect of the norms of etiquette and sociable behavior in the team.

Working conditions

The employee's working day is made up of general rules of procedure for a particular team, adopted by the charter of the organization. If necessary, the secretary may be sent to business trip local and regional significance.

travel expenses and wage for this period are accrued in accordance with the current legislation.

Depending on the specifics of the company's activities, the management is authorized to include additional clauses regulating the official activities of the secretary.

Right to sign

In some cases, the secretary is vested with the right to sign, which applies only to the list of papers and documents that are directly related to his official activities. Legally, such a right to sign is classified as limited.

Other

At the discretion of the head of the enterprise, the document may contain additional items that are not mandatory. For example, the ability to make changes, additions, and approvals to this instruction.

In addition, the “other” section contains information on the basis of which the document was adopted and by what acts it is regulated.

Sample instruction manual

Despite the fact that each instruction containing the functional duties of a secretary has a standard form, it is still drawn up taking into account the specifics of the company and its type of activity.

Peculiarities

Depending on the type of occupation, the duties of the secretary of various organizations may somewhat different according to the list of functions. As an example, the main areas of activity of an employee are given, taking into account the specifics of the position held.

Referent

The secretary-referent delves deeper into production processes, so it must have certain basic knowledge and have a higher education. His main tasks:

prepare papers that ensure the full conduct of the work of the organization;
check the correctness of the execution of documents submitted for consideration to the head;
receive visitors;
lead personnel work- draw up internal orders for employees, draw up work books, timesheet, draw up travel, sick leave, issue certificates staff members to whom It May Concern;
promptly carry out the current instructions of the management team.

court session

The profession belongs to the category of state executive service. Functions only in the courts. The employee helps in judicial work, participates in meetings, and ensures document management. He is entrusted with following features:

selection and design of materials for studying the case in court;
keeping a written record;
drawing up and sending subpoenas calling for all participants in the process to come to court;
registration of cases, guided by regulatory legal and legislative acts.

clerk

The employee in this position is responsible for the entire circulation of documents at the enterprise. His main responsibilities:

negotiating with clients - both in direct and telephone communication;
control over the fulfillment of duties and the solution of tasks prescribed in the orders and instructions of the management;
processing of incoming and outgoing documentation, its registration within the framework of the nomenclature of cases in force in the company;
execution of foreign translations;
partial combination of archivist functions.

Office Manager

The office manager is the secretary broader profile. In addition to the standard duties, he must:

carefully study all correspondence, internal orders, on their basis to participate in the preparation of production projects;
distribute incoming papers and documents;
send outgoing orders;
keep minutes of meetings and meetings;
draw up powers of attorney on liability;
accept phone calls and forward them to their intended purpose;
coordinating the activities of service and subordinate personnel - technical workers, drivers, couriers.

Head

Key Features taking into account the specifics of the position held:

conducts administrative and organizational activities;
accepts personal documentation intended for the immediate supervisor;
provides all the necessary information to the director on production, service, personnel issues;
on the instructions of the head, draws up letters, requests, demands and claims to third-party organizations and is responsible for sending them;
ensures the maintenance of the workplace of the head at the appropriate level, creates comfortable conditions for the performance of his direct duties;
organizes the process of receiving visitors;
forms the internal affairs of the company;
is fluent in personal office equipment.