The performance of organizational and administrative functions is an inefficient option for managing an enterprise. To free the director from ordinary and routine tasks that are not related to the adoption of responsible decisions, the staff may provide for the position of an assistant.

We will talk about the features of compiling the job description of this specialist in the presented material.

About document

An individual list of rights, duties and powers is provided for each employee and specialist at the enterprise. They are reflected in the local acts of the company, the labor contract with the employee, as well as in the content of the job description.

This document is drawn up for each employee, although, according to the norms of the Labor Code of the Russian Federation, it is not part of the mandatory forms and forms that participants must draw up labor relations.

Essence and purpose

The presence of an employee job description greatly simplifies the implementation of labor relations:

• the management of the enterprise immediately stipulates what and how the employee will do at the workplace;
• the specialist knows in advance which list of rights and obligations is transferred to him for the performance of labor functions;
• the parties determine the limits of authority and liability for improper performance of labor duties.

Thus, the key goal of compiling a CI can be recognized as a documentary streamlining of labor relations between an employer and an employee.

When preparing job descriptions for a referent, the following nuances should be taken into account:

• the instruction should contain a list of the rights and obligations of a particular specialist - if several referents work in the company at once, each of them has its own job description;
• official duties referent, as a rule, are associated with direct subordination to the head of the enterprise - in the content of the DI, it is necessary to clearly stipulate which of the company's management is entitled to give instructions, instructions, and;
• the position of a referent is characterized by the universal nature of the duties performed - in the content of the DI, it is necessary to immediately foresee in what areas the activity of the referent will be carried out.

The presence of a job description allows you to streamline the work of the referent. The document will contain a complete list of rights and obligations, limits of authority and responsibility, qualification requirements and grounds for applying disciplinary measures.

What regulations govern

At the legislative level, the requirements for the form and content of the referent's job description have not been approved. A standard form of DI can be approved at the enterprise, and when filling it out, the following rules must be taken into account:

• provisions of the Labor Code of the Russian Federation - in terms of employee and employer guarantees, general rules for paying salaries, etc.;
• the provisions of local acts of the enterprise - in terms of ensuring the regime of working hours and labor discipline, the use of a system of encouragement and incentives, etc.;
• requirements of specialized regulations in certain areas of activity.

If local acts approved rules internal regulations, labor disciplines and other similar documents, they will be taken into account when drawing up the job description.

Kinds

The terms of job descriptions depend on the activities of the referent and the company itself. Can be distinguished the following types referents, for each of which a unique ID will be developed:

• - the most common group of these specialists, whose duties include full organizational support for the activities of the head;
• personnel referent- handles documentation personnel service enterprises, keeping logs of orders and, etc .;
• – is engaged in support of negotiations using foreign languages, translation of professional and business documentation, reception of delegations of foreign firms and companies;
• – conducts incoming and outgoing document flow of the enterprise, draws up documentation, prepares reports and reports on behalf of the head.

It's just indicative list referents who may be on the staff of the enterprise. It is also possible to distribute responsibilities between several referents; for this, the relevant provisions are included in each instruction.

Who makes up

Job descriptions are issued after the employee is hired. As a rule, the preparation of documents related to employment is included in the duties,. Additionally, and can be involved. To issue a job description, you must have an approved job order and a signed employment contract.

After compiling the job description, the referent must familiarize himself with its contents. To do this, a handwritten signature is put on the form of DI or in a special journal. personnel department. One copy of the instruction is given to the referent, and the second is attached to the materials of the employee's personal file.

Usage

The instructions are used in the following areas:

• the referent must take into account the content of the CI in current activities to comply with fixed duties and requirements;
• any assignments and orders in relation to the referent can be issued only within the framework of the instruction, and the expansion of the list of duties or powers can occur only with the consent of the employee himself;
• in case of improper performance of duties, disciplinary measures may be applied - for this, an internal investigation is carried out and the terms of reference are determined according to the job description;
• the content of the CI is used to determine the levels of subordination - to whom the referent should report in the current work, as well as a list of specialists who are allowed to give instructions.

After the instruction is signed by the employee and approved by the head of the enterprise, any changes to the document are allowed only upon mutual consent sides. An exception to this rule is allowed only when transferring to another job in compliance with the requirements of the Labor Code of the Russian Federation.

The content of the referent's instruction can be conditionally divided into two parts. The first block will include provisions and rules that apply to all employees of this enterprise (they will comply with the norms of the Labor Code of the Russian Federation and local acts). The second part will include the provisions, requirements, rights and obligations of a particular referent specialist.

General requirements

The first part should include the following items:

• date and place of drawing up the document - although the law does not contain an exact deadline for issuing a DI, both parties are interested in signing the document as soon as possible in order to eliminate any disputes;
• full details of the parties - the company and its manager, as well as the referent;
• information about the exact and full name of the position;
• assigning a position to a specific structural unit, indicating the level of subordination;
• scroll qualification requirements to the referent - education, work experience, professional and personal qualities, skills.

As a rule, the listed provisions will not change even when registering a new referent, instead of a previously working specialist. The law does not impose special requirements for the education of a referent, it is enough to complete a secondary vocational education.

Special block

The special block of the job description will include the following items:

• determination of the powers of the referent, as well as their differentiation in relation to other positions;
• an indication of the rights and obligations of a specialist that he will perform in current activities;
• conditions of the working day, taking into account the specifics of the activities performed (for example, to accompany the manager on business trips, an irregular working day may be set for the referent);
• labor protection and safety rules;
• a list of special knowledge and skills that the referent must meet - for example, knowledge of certain foreign languages ​​\u200b\u200band software systems;
• conditions for the payment of monetary remuneration, including additional amounts of incentives and incentives;
• grounds for the application of disciplinary measures if the referent violates official duties.

This video will talk about the work of the certar and separately the referent:

Responsibilities

Job descriptions of employees establish a list of their duties. For a referent, they may include:

• organizing the work of the head and / or his deputies - planning the day, preparing meetings and negotiations, documenting results of meetings, etc.;
• office work - accounting for incoming and outgoing correspondence, maintaining registration journals, archiving;
• solution of economic issues related to the activities of the management - the purchase of stationery, sending letters, organizing telephone conversations and video communications, etc.;
• translation of documentation from foreign languages, support of negotiations with the participation of foreign partners;
• selection of analytical materials for the management team or other specialists of the company, the formation of reports and reports.

The more detailed and accurate the job responsibilities of the referent are, the easier it will be to delineate powers and responsibilities in the current work.

Referent job descriptions can be downloaded.

Referent job descriptions (sample)

APPROVE
CEO"_____________"

_________________ (JSC "_______")

Job description assistant secretary

1. GENERAL PROVISIONS
1.1. The real assistant secretary, hereinafter referred to as the "job description of the secretary", determines functional responsibilities, rights and responsibilities of the assistant secretary.
1.2. The secretary-referent 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 Head of the Company.
1.3. The secretary-referent reports directly to _________________ Society.
1.4. A person who has an initial professional education without presenting requirements for work experience or a secondary (complete) one is appointed to the position of assistant secretary general education and special training in installed program no requirement for work experience.
1.5. The secretary-referent must know:
- regulations, instructions, other guidance and regulations for office work; the structure and management of the enterprise and its divisions; typescript; spelling and punctuation rules; the order of arrangement of the material when printing various documents; printing rules business letters using standard forms; operating rules for typewriters, dictaphones, tape recorders; rules for the use of receiving and intercom devices; standards of the unified system of organizational and administrative documentation; basics of labor organization; fundamentals of labor legislation; internal labor regulations; rules and norms of labor protection; secretary's job description.
1.6. During the period of temporary absence of the assistant secretary, her duties are assigned to ___________.

2. FUNCTIONAL RESPONSIBILITIES
2.1. The secretary-referent performs the following duties:
Performs technical functions to ensure and service the work of the head of the enterprise or its divisions.
Receives the information necessary for the manager from departments or performers, calls employees on his behalf.
Organizes telephone conversations with the head, receives and transmits telephone messages, records received messages in his absence and brings their content to the attention of the head.
Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time, place, agenda of the meeting or meeting, their registration), maintains and draws up minutes.
Provides workplace manager with stationery, organizational equipment, creates conditions conducive to effective work leader.
Transmits and receives information on receiving and intercom devices (telex, fax, telefax, etc.).
Prints various materials at the direction of the head.
Conducts office work, accepts correspondence addressed to the head, organizes it in accordance with the procedure adopted at the enterprise and transfers it after consideration by the head to departments or specific performers for use in the process of their work or preparing a response.
Monitors the deadlines for the implementation of the instructions of the head, taken under control.
Accepts documents for signature by the head.
Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
Forms cases in accordance with the approved nomenclature, ensures their safety and deadlines submits to the archive.
Prepares documents for replication on duplicating equipment, and also copies documents on a personal photocopier.

3. RIGHTS
The secretary-referent has the right:
3.1. Request and receive necessary materials and documents relating to the activities of the secretary-typist.
3.2. Engage in relationships with departments of third-party institutions and organizations to resolve operational issues production activities, which is within the competence of the secretary-typist.
3.3. Represent the interests of the enterprise in third-party organizations on issues related to its professional activities.

4. RESPONSIBILITY
The Assistant Secretary is responsible for:
4.1. Failure to fulfill their functional duties.
4.2. Inaccurate information about the status of the work.
4.3. Failure to comply with orders, orders and instructions of the Head of the Company.
4.4. Failure to take measures to suppress the identified violations of safety regulations, fire and other rules that pose a threat to the activities of the enterprise and its employees.
4.5. Failure to comply with labor discipline.

5. WORKING CONDITIONS
5.1. The mode of work of the assistant secretary is determined in accordance with the Internal Labor Regulations established in the Company.
5.2. In connection with the production need, the secretary-referent is obliged to travel to business trips(including local importance).

Etc...

Additional job responsibilities are available in a standard form and a sample job description for an assistant secretary, a version of which can be downloaded from the attached file.