Details of the job description of the secretary. Secretary resume template. Drafting a job description for a secretary

In order to clearly define the duties of a secretary, it is necessary to know who exactly is being discussed. After all, it can be viewed from several angles. For example, the secretary-referent is known as an office employee, General Secretary as the head (head) of a certain organization, the Secretary of State as a civil servant, the secretary as a diplomatic person, the secretary of the head as an employee and other options. Most often, when referring to this position, they mean an employee who performs the tasks (assignments) of both the director of the enterprise and individual heads of its structural divisions. It turns out that the official duties of the secretary in this case are reduced to the implementation of one-time assignments to resolve organizational and technical issues.

What a secretary must know and do

The daily secretary should perform the following functions:

1. Receive information from subordinates to transfer it to the head.
2. Organize telephone communication with the manager. In his absence, take information, and then bring it to the attention of the director.
3. Receive and keep records of telephone messages.
4. Create conditions for the normal work of the manager: monitor the need for stationery and office equipment.
5. Assist in the organization of production meetings and meetings. Inform participants of the date, place and time of the event. Collect the necessary materials, ensure the attendance of those present and take minutes of the meeting.
6. Conduct office work in the company. To do this, the secretary must receive, systematize incoming correspondence and submit it to management for consideration. Then, on the basis of the imposed visa, transfer the documents to the performers against signature. The secretary also includes control over the course, timing and result of their execution.
7. Perform printing and copying of documents.
8. Organize the reception of visitors to the head of the company and, if possible, create conditions for the speedy resolution of issues.

In order to perform these seemingly simple job duties of a secretary, an employee must know:

• the entire composition of the management of the enterprise and its structural divisions;
• charter, staff and structure of the enterprise, its profile, development prospects and specialization;
• regulatory documents for proper record keeping;
• rules for the use of office equipment and communications;
• VTR, OT rules, fire safety and industrial sanitation;
• rules for organizing work in the workplace;
• normative and legal acts, orders, resolutions, orders for planning, accounting and quality management of work performed.

The specifics of the clerk

If we are talking about a more specific, narrow specialization, then the situation is somewhat different. Take, for example, The very title of the position clearly defines the aspect of the work to be performed. Usually, each enterprise already has a job description, which indicates the areas of activity of a record keeping specialist. If there is no such instruction, then it is better to create it. For this you should use qualification handbook, which contains approximate samples. After that, the standard version must be finalized in relation to a particular organization, taking into account the specifics and internal features. In general, the duties of the secretary-clerk should clearly follow 3 main directions:

1. Correspondence work. Reception, processing in modern ways and timely dispatch.
2. Proper maintenance of internal documentation.
3. Registration, strict accounting and transfer of documents to the archive for storage.

Features of the work of the referent

At some enterprises, such a position is introduced into the state, which includes a wide range of duties: from the “desk of information” to the “assistant director”. Such a specialist should have versatile knowledge and good command of the situation. Job Responsibilities secretary of the referent slightly expanded due to the increase in powers. In general, this is the usual work of a secretary, but the word "receptionist" makes some additions to the standard list. In particular, the assistant secretary can independently receive visitors on certain issues. Having certain information, he is able to make decisions independently. In addition, the referent performs the responsible instructions of the head regarding economic activity organizations (enterprises). Sometimes the assistant secretary is charged with duties. This is done only when the total amount of work allows you to perform additional duties.

The job description of the secretary contains requirements for the qualifications of an employee, establishes the procedure for his subordination, appointment and dismissal. The document describes functional responsibilities, the rights of the employee, his responsibility. The powers of the secretary are determined by the specifics of the organization.

Sample job description for executive secretary

I. General provisions

1. The secretary belongs to the category of "technical performers".

2. The secretary reports directly to the CEO/head structural unit.

3. Appointment or dismissal of the secretary is carried out by order CEO.

4. A person who has at least a specialized secondary education and at least one year of experience in a similar position is appointed to the position of secretary.

5. During the absence of the secretary, functional duties, rights, responsibilities are transferred to another official, as reported in the order for the organization.

6. The secretary must know:

• organizational structure;
• norms business communication and etiquette;
• organization of office work;
• fundamentals of civil, labor legislation of the Russian Federation;
• rules for the operation of organizational and computer equipment;
• application programs (Word, Excel, etc.);
• typescript;
• rules of labor protection, safety measures, fire protection.

7. The Secretary in his activities is guided by:

• Charter of the organization;
• the legislation of the Russian Federation;
• internal labor regulations, other governing acts of the organization;
• orders and directives of the management;
• this job description.

II. Job duties of the secretary

The secretary performs the following functions:

1. Receives visitors.

2. Accepts and submits documents and personal statements for signature to the head.

3. Receives correspondence received by the head for consideration. In accordance with decision sends it to structural units or specific individuals for use in work.

4. Conducts communication using means of communication, registers, transfers service information to the head.

5. Carries out activities for the technical, organizational support of the work of the head.

6. Draws up requests, letters, other documents on behalf of the head.

7. Engaged in the preparation of meetings, meetings arranged by the head. Collects the necessary information, registers, informs the participants about the place, time of the meeting, agenda. Maintains and draws up minutes of meetings.

8. Organizes business trips for the head: purchases tickets, rents transport, premises.

9. Controls the implementation by employees of the organization of orders, orders of management.

10. Forms cases, ensures the safety of documents, transfers them to the archive in a timely manner.

11. Performs separate official assignments of the head.

III. The rights

The secretary has the right:

1. Accept independent solutions within its competence.

2. Do not start exercising your powers in the event of a danger to life or health.

3. Make demands on management to create normal conditions to fulfill their official duties, preservation material assets, documents.

4. Receive official information in full for the exercise of their powers.

5. Send rationalization proposals to the management to improve the activities of the organization and their own work.

6. Inform the head of the identified shortcomings in the activities of the organization, put forward proposals for their elimination.

7. Receive from the employees of structural divisions the necessary materials and explanations of the reasons for the violation of the deadlines and quality of the fulfillment of tasks, instructions of the management.

IV. Responsibility

The Secretary is responsible for:

1. Conducting unauthorized representation of the interests of the organization, meetings.

2. The results of decisions made, own actions.

3. Improper performance of their official duties.

4. Violation of the requirements of the governing documents of the organization.

5. Illegal handling of personal information, transfer of confidential information, trade secrets.

6. Causing damage to the organization, its employees, counterparties, the state.

7. Violation of requirements labor discipline, internal labor regulations, safety standards, fire protection.

8. Violation of etiquette, norms of business communication.

court clerk

Secretary court session is a civil servant and works only in the courts. It provides the documentary work of the judge, trials participates in meetings. This officer has the following functional responsibilities:

1. Collects and draws up case materials for consideration at a court session.

2. Keeps the minutes of the court session.

3. Prepares and sends subpoenas, subpoenas the participants of the meeting.

4. Draws up court cases in accordance with the requirements of laws.

Secretary-clerk

Secretary-clerk - an official who maintains the document flow of the organization. Its tasks include:

1. Carrying out telephone conversations and working with clients.

2. Monitoring the timely fulfillment of obligations recorded in the documents.

3. Registration and processing of correspondence.

4. Translation of documents, correspondence from a foreign language.

5. Keeping an archive of documents.

1. GENERAL PROVISIONS 1.1. This job description defines the functional duties, rights and responsibilities of the Secretary 1.2. The secretary is appointed to the post and dismissed from the post in accordance with the procedure established by the current labor legislation by order of the general director of the organization. 1.3. The Secretary reports directly to the Head of the Secretariat Service. 1.4. The secretary belongs to the category of specialists. 1.5. The main tasks of the secretary are organizational and documentation support management activities organizations. 1.6. During the absence of the secretary (illness, vacation, etc.), his duties are performed by a person appointed by order of the head of the organization, on the proposal of the head of the Secretariat Service. Since the appointment of this person to the position of secretary, this person acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him. 1.7. In his activity the secretary is guided by: - ​​legislative acts of the Russian Federation; -normative documents regulating the activities of the organization; - regulations on the functional divisions of the organization; - orders (instructions) of the management of the organization; - regulatory and methodological materials for the organization of office work; - regulations on document management; - Regulations on the Secretariat Service; - this job description. 1.8. Persons with higher or secondary education are appointed to the post of secretary special education and work experience of at least 1 year or no work experience, but subject to training in secretarial courses. 1.9. The secretary must be proficient in the following issues: - organizing work with documents, compiling documentation; - organization of managerial work; - the use of computer and organizational technology; - work culture and work ethics; - Occupational health, safety and fire protection. Also, the secretary must know: - current resolutions, orders, orders, other governing and regulatory documents, - regulations, instructions, other regulatory documents for record keeping; - the structure and leadership of the organization; - organization of office work; - methods of registration and processing of documents; - archiving; - typescript; - rules for the use of reception and communication devices; - standards of the 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; - internal labor regulations. 2. FUNCTIONS The following functions are assigned to the secretary: 2.1. Information and reference service according to documents of the organization. 2.2. Methodological guidance and control over the organization of office work in departments, departments, services of the organization. 2.3. Documenting the activities of advisory bodies (conferences, working groups, meetings) 2.4. Operational and organizational maintenance of the organization's management.

2.5. Registration of received, sent and internal organizational and administrative

documents.

2.6. Monitoring the execution of incoming, outgoing and internal documents.

2.7. Analysis of the state of executive discipline in document management and development of measures to improve it.

2.8. Accounting for the volume of document flow of the organization.

2.9. Preparation and dispatch of outgoing documents.

2.10. Preparation of incoming and internal documents.

2.11. Formation of cases, in the manner prescribed by the relevant regulatory documents of the organization.

3. JOB RESPONSIBILITIES The secretary must:

3.1. Maintain registration of organizational and administrative documents using the established registration forms.

3.2. Provide reception, accounting, registration, control over the execution of documents, information and reference services and storage of documentary information. 3.3. To control the quality of preparation, the correctness of the preparation, coordination, approval of documents submitted for signature to the management of the Organization. 3.4. Monitor the execution of documents and instructions of the management, take prompt measures aimed at their timely and high-quality execution. 3.5. To carry out the organization of preparation, decision-making and bringing them to the direct executors. To analyze references and reports provided to the management, to give conclusions on them, within the competence. 3.6. To carry out operational communication with third-party organizations (both commercial and government) and individual citizens on the current activities of the organization (telephone, fax, etc.). 3.7. Receiving visitors. 3.8. Provide typing and photocopying. 3.9. Use RS (to be decoded) as a means of automating the documentation support of the enterprise. 3.10. Carry out specific tasks assigned by management. 4. RIGHTS The Secretary has the right: 4.1. Request from the functional services the necessary materials, as well as explanations of the reasons for the delay in completing tasks and instructions from the management. 4.2. Review documents and send them for execution to managers and specialists of the organization. 4.3. Require performers to finalize documents prepared in violation of the established rules for their preparation and execution. 4.4. Approval of documents of management activity within the framework of its competence. 4.5. Submit proposals for consideration by the management on improving the documentation support of the enterprise, improving the forms and methods of managerial work based on the use of electronic technology. 4.6. Work with documents marked "Confidential". 4.7. Make decisions within your competence. 4.8. Interact with departments, departments, services of the organization (managers, employees) on the issues of checking the execution of documents and providing the necessary information to the management of the organization. 5. RESPONSIBILITY The Secretary is responsible for: 5.1. The quality of documents submitted for signature to the management of the enterprise. 5.2. Careless, negligent attitude to registration and maintenance of documents. 5.3. Security of documentation. 5.4. For violation of the requirements for compliance with the conditions of access, use of documents containing confidential information. 5.5. For disclosure of information labeled "Confidential". 5.6. For non-performance, fuzzy and untimely performance of official duties provided for by this instruction. 5.5. Poor performance of work on the design and replication of documents.

5.6. Failure to comply with the instructions and instructions of the management of the organization.

5.7. Failure to comply with labor and production discipline.

6. RELATIONSHIPS, RELATIONSHIPS

The Secretary interacts with all employees and heads of departments, departments and services of the organization on the issues of documentary support of management activities.

We bring to your attention a typical example job description secretary of the head, sample 2019. should include the following sections: general position, duties of the secretary of the head, rights of the secretary of the head, responsibility of the secretary of the head.

Job description of the secretary of the head belongs to the section Industry-wide qualification characteristics of the positions of employees employed at enterprises, institutions and organizations".

The following items should be reflected in the job description of the secretary of the head:

Responsibilities of the Executive Secretary

1) Job responsibilities. Carries out work on organizational - technical support administrative and administrative activities of the head of the enterprise. Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or specific performers for use in the process of work or preparation of answers. Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and decision-making. Accepts documents and personal statements for the signature of the head of the enterprise. Prepares documents and materials necessary for the work of the head. Monitors the timely consideration and submission by structural units and specific executors of documents received for execution, checks the correctness of the preparation of draft documents submitted to the head for signature, and ensures their high-quality editing. Organizes the conduct of telephone conversations of the head, records the information received in his absence and brings to his attention its content, transmits and receives information on receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, brings to his attention in a timely manner information received through communication channels. On behalf of the head, draws up letters, requests, other documents, prepares answers to the authors of letters. Performs work on the preparation of meetings and meetings held by the head (collection necessary materials, notification of participants about the time and place of the meeting, agenda, their registration), keeps and draws up minutes of meetings and meetings. Carries out control over the execution by the employees of the enterprise of issued orders and orders, as well as compliance with the deadlines for the implementation of instructions and instructions of the head of the enterprise taken under control. Maintains control and registration file. Provides workplace head with the necessary means of organizational technology, stationery, creates conditions conducive to his effective work. Prints, at the direction of the head, office materials necessary for his work or enters current information into the data bank. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time. Copies documents on a personal copier.

The manager's secretary must know

2) The secretary of the head, in the performance of his official duties, must know: resolutions, orders, orders and other guidance materials and regulatory documents relating to the activities of the enterprise and record keeping; the structure and management of the enterprise and its divisions; organization of office work; methods of registration and processing of documents; archive business; typescript; rules for the use of reception and intercoms; standards of a unified system of organizational and administrative documentation; rules for printing business letters using standard forms; foundations of ethics and aesthetics; business communication rules; basics of labor organization and management; rules for the operation of computer technology; fundamentals of administrative law and labor legislation; internal labor regulations; labor protection rules and regulations.

Requirements for the qualification of the secretary of the head

3) Qualification requirements. Higher professional education without presenting requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years.

1. General Provisions

1. The secretary belongs to the category of technical executors.

2. A person who has higher professional education without presenting requirements for work experience or secondary vocational education and work experience in the specialty for at least 2 years is accepted for the position of secretary.

3. The secretary is hired and dismissed by the director of the organization.

4. The secretary must know:

• resolutions, orders, orders and other guidance materials and regulatory documents relating to the activities of the organization and record keeping;
• the structure and leadership of the organization and its divisions;
• organization of office work;
• methods of registration and processing of documents;
• archive business;
• typescript;
• rules for the use of receiving and intercom devices;
• standards of the unified system of organizational and administrative documentation;
• rules for printing business letters using standard forms;
• foundations of ethics and aesthetics;
• business communication rules;
• basics of labor organization and management;
• rules for the operation of computer technology;
• fundamentals of administrative law and labor legislation;
• internal labor regulations;
• rules and norms of labor protection, safety measures, industrial sanitation and fire protection.

5. In his activities, the secretary is guided by:

• the legislation of the Russian Federation,
• the charter of the organization,
• orders and orders of employees to whom he is subordinate in accordance with this instruction,
• this job description,
• The internal labor regulations of the organization.

6. The secretary reports directly to the director of the organization (director of the organization, head of department, etc.)

7. During the absence of the secretary (business trip, vacation, illness, etc.), his duties are performed by a person appointed by the director of the organization in the prescribed manner, who acquires the appropriate rights, duties and is responsible for the performance of the duties assigned to him.

2. Job responsibilities of the secretary of the head

Secretary:

1. Carries out work on the organizational and technical support of the administrative and administrative activities of the director of the organization.

2. Accepts the correspondence submitted for consideration by the director, transfers it in accordance with the decision made to structural divisions or specific executors for use in the process of work or preparation of answers.

3. Conducts office work, performs various operations using computer technology designed to collect, process and present information in the preparation and decision-making.

4. Accepts documents and personal statements for the signature of the director of the organization.

5. Prepares documents and materials necessary for the director's work.

6. Monitors the timely consideration and submission by structural divisions and specific executors of documents received for execution, checks the correctness of the execution of prepared draft documents submitted to the director for signature, ensures their high-quality editing.

7. Organizes telephone conversations of the director, records the information received in his absence and brings its contents to his attention, transmits and receives information via receiving and intercom devices (telefax, telex, etc.), as well as telephone messages, timely brings to his information information received through communication channels.

8. On behalf of the director, draws up letters, requests, other documents, prepares answers to the authors of letters.

9. Performs work on the preparation of meetings and meetings held by the director (collection of necessary materials, notification of participants about the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.

10. Carries out control over the execution by the employees of the organization of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the director of the organization, taken under control.

11. Maintains a control and registration file.

12. Provides the workplace of the director with the necessary means of organizational technology, stationery, creates conditions conducive to his effective work.

13. Prints, at the direction of the director, official materials necessary for his work or enters current information into the data bank.

14. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.

15. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.

16. Copies documents on a personal copier.

17. Complies with the Internal Labor Regulations and other local regulations organizations.

18. Complies with internal rules and regulations of labor protection, safety, industrial sanitation and fire protection.

19. Ensures cleanliness and order in his workplace.

20. Performs within employment contract orders of employees to whom he is subordinate in accordance with this instruction.

3. Rights of the secretary of the head

The secretary has the right:

1. Submit proposals for the director of the organization to improve the work related to the duties provided for in this instruction.

2. Request from structural divisions and employees of the organization the information necessary for him to perform his duties.

3. Get acquainted with the documents that define his rights and obligations in his position, the criteria for assessing the quality of performance of official duties.

4. Get acquainted with the draft decisions of the organization's management regarding its activities.

5. Require the management of the organization to provide assistance, including the provision of organizational and technical conditions and execution of the established documents necessary for the performance of official duties.

6. Other rights established by the current labor legislation.

4. Responsibility of the secretary of the head

The secretary is responsible for the following:

1. For improper performance or non-performance of their official duties provided for by this job description - within the limits established by the labor legislation of the Russian Federation.

2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.

3. For causing material damage to the organization - within the limits established by the current labor and civil legislation of the Russian Federation.

Job description of the secretary of the head - a sample of 2019. The duties of the secretary of the head, the rights of the secretary of the head, the responsibility of the secretary of the head.

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 to) 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 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 via intercoms, quickly print as directed by the manager various materials. 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. Conduct information services for the manager and employees (oral, documentary, compile press reviews, provide copies 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 submit them to the archive in a timely manner. 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 on a 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 the development and specification of qualification characteristics at enterprises (firms), job descriptions are developed.

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 college, academic secretaries 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, has his own range of duties and rights, various combinations of creative, logical and technical types works. At the same time, there is a typical set of management operations for documentary and non-documentary services that all secretaries perform. 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, it is subject to General requirements. 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). This section specifies the requirements for vocational training and work experience. 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 introduction of automated systems that require 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 approximate schedule day 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 right hand director, and the deputy for commerce - on the left, but when the secretary is absent - the director is completely without hands.