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Office Secretary of the Head. Job description of the secretary

The secretary is called the faithful assistant and right hand of the boss, and for good reason, because the duties of the secretary of the head include ensuring effective managerial and administrative activities. The secretary of the head is engaged in the preparation and execution business papers and documents, helps the boss in business, solves many organizational issues.

The position of the assistant secretary can also be considered representative, since he is the face of the company - he meets guests, answers calls and letters. Such work requires a lot of composure, communication and organization. For this reason, the profession of a secretary can promise great prospects - in the future, a specialist may become an office manager, and then one of the directors or top managers.

Places of work

The position of executive secretary is required in almost every company that has an office for clients and visitors. It can be both large enterprises and small businesses.

History of the profession

The first secretaries can be considered scribes and chroniclers - they wrote down royal decrees and orders, chronicled current events, and were responsible for correspondence. Over time, the powers of the secretary have expanded significantly and today they can perform a wide variety of functions. So, there was a need for specialists of narrow specialization, as a result of which the profession of secretary-referent, clerk, secretary-translator and office manager appeared.

Responsibilities of the secretary

Responsibilities of the Assistant Secretary include:

reception of visitors;
receiving phone calls;
record keeping;
planning the working day of the head;
organization of meetings;
ordering tickets and booking hotels for the manager and other employees during a business trip;
ordering stationery for the office;
fulfillment of the manager's requests.

Sometimes the functions of the secretary of the head include correspondence in English.

requirements for a secretary

Requirements for the secretary-referent include:

secondary or higher education;
PC ownership;
knowledge of the basics of office work;
knowledge in English(Sometimes).

Also, the position of secretary requires the following skills:

punctuality;
the ability to look good (presentability);
organization.

secretary resume template

How to become a secretary

How to become a secretary? This can be the owner of any higher education who has completed courses for assistant secretaries or received training directly at the workplace. As a rule, employers do not impose special requirements on the applicant's specialty, but focus on the fact that the applicant has the necessary personal qualities and was able to perform duties at the proper level.

secretary salary

The salary of a secretary can be different - from 15 to 45 thousand rubles. Income depends on the range of duties of the employee and the region in which he works. The average salary of an assistant secretary is 30 thousand rubles.

Where to get training

In addition to higher education, there are a number of short-term studies on the market lasting, as a rule, from a week to a year.

The Institute of Vocational Education "IPO" invites you to take distance courses in the direction of "" (there are options 256, 512 and 1024 academic hours) with a diploma or certificate state standard. We have trained over 8000 graduates from almost 200 cities. You can study externally, get an interest-free installment plan.

Type sample

APPROVE

___________________________________ (initials, surname)
(name of organization, pre- ________________________
acceptance, etc., its organizational (director or other
legal form) official person, authorized
must approve
nostalgic instruction)
"" ____________ 20__

Job description

Head Secretary
______________________________________________
(name of organization, enterprise, etc.)

"" ______________ 20__ N_________

This job description has been developed and approved for
basis employment contract With __________________________________________
(name of the position of the person for whom
______________________________________________________ and in accordance with
this job description has been drawn up)
provisions Labor Code Russian Federation and other regulatory
acts regulating labor relations in the Russian Federation.

I. General provisions
1.1. The secretary of the head belongs to the category of technical
performers.
1.2. A person who has
higher vocational education, without presenting requirements for work experience
work, or secondary vocational education and work experience
specialty for at least __________ years.
1.3. Appointment to the post of secretary of the head and dismissal
from it is made by order of the head of the enterprise on presentation

1.4. The secretary must know:
- resolutions, orders, orders, other guidelines and
normative documents of higher and other bodies concerning
enterprise activities;
- regulations, instructions, other regulatory documents on the maintenance
office work;
- the structure and management of the enterprise and its divisions;
- the charter of the enterprise;
- organization of office work;
- methods of registration and processing of documents;
- archiving;
- typescript;
- rules for the use of reception and communication devices;
- standards of a unified system of organizational and administrative
documentation;
- printing rules business letters using standard forms;
- foundations of ethics and aesthetics;
- rules business communication;
- rules for the operation of computer technology;
- Fundamentals of administrative law and labor legislation;
- internal rules work schedule;
- rules and regulations of labor protection, safety measures,
industrial sanitation and fire protection;
1.5. The secretary reports directly to the manager
________________________________________________________________________.
(enterprise, structural unit)
1.6. During the absence of the secretary (vacation, illness, etc.)
duties are performed by a duly appointed person,
which acquires the corresponding rights and is responsible for
proper performance of the duties entrusted to him.
1.7. ______________________________________________________________.

II. Job Responsibilities
Secretary:
2.1. Carries out work on organizational and technical support
administrative activities of the head.
2.2. Accepts the submission for consideration by the head
correspondence, transmit it in accordance with decision V
structural units or specific performers for use in
the process of working or preparing answers.
2.3. Conducts office work, performs various operations with
application computer technology for collecting, processing and
presentation of information in the preparation and decision-making.
2.4. Accepts documents and personal statements for the signature of the head.
2.5. Prepares documents and materials necessary for work
leader.
2.6. Ensures timely review and submission
structural divisions and specific executors of documents,
transferred to the head for signature, ensures their quality
editing.
2.7. Arranging telephone conversations with the manager
writes down the information received in his absence and brings it to him
information its content, transmits and receives information on
receiving and intercom devices (telefax, telex, etc.), as well as
telephone messages, promptly brings to his attention information,
received through communication channels.
2.8. On behalf of the head, writes letters, requests, etc.
documents, prepares answers to the authors of letters.
2.9. Performs work on the preparation of meetings and meetings,
conducted by the head (collection necessary materials, alert
participants about the time and place of the event, the agenda, their registration),
takes and draws up minutes of meetings and meetings.
2.10. Supervises the performance of the company's employees
issued orders and instructions, as well as compliance with deadlines
fulfillment of the instructions and instructions of the head, taken under control.
2.11. Maintains a control and registration file.
2.12. Provides workplace the head of the necessary
organizational equipment, stationery,
creates conditions conducive effective work leader.
2.13. Prints office materials at the direction of the head,
necessary for its operation, or enters current information into the databank.
2.14. Organizes the reception of visitors, promotes efficiency
consideration of requests and proposals of employees.
2.15. Forms cases in accordance with the approved nomenclature,
ensures their safety and submits them to the archive in a timely manner.
2.16. Performs individual official assignments of the head.
2.17. _____________________________________________________________.

III. Rights
The secretary has the right:
3.1. Get acquainted with the draft decisions of the company's management,
relating to his activities.
3.2. Submit proposals for consideration by management
improvement of the work related to the duties stipulated
this instruction.
3.3. Within the limits of its competence, notify directly
manager about all the shortcomings identified in the process of fulfilling their
job responsibilities and make suggestions for their elimination.
3.4. Request personally or on behalf of the management of the enterprise from
structural divisions and specialists information and documents,
necessary for the performance of their duties.
3.5. Require the management of the enterprise to assist in
performance of their duties and rights.
3.6. ______________________________________________________________.

IV. Responsibility
The secretary is responsible:
4.1. For improper performance or non-performance of their official
obligations under this job description, V
within the limits determined by the labor legislation of the Russian Federation.
4.2. For offenses committed in the course of exercising their
activities - within the limits determined by administrative, criminal and
civil legislation of the Russian Federation.
4.3. For causing material damage - within the limits determined
labor and civil legislation of the Russian Federation.

The job description was developed in accordance with ________________
(Name,
_____________________________.
document number and date)

Head of the structural unit (initials, surname)
_________________________
(signature)

"" _____________ 20__

AGREED:

Head of the legal department

(initials, surname)
_____________________________
(signature)

"" ________________ 20__

I am familiar with the instruction: (initials, surname)
_________________________
(signature)

Secretary any organization needs, and therefore, the job description of a secretary is useful to every company. It is important to clearly define the job responsibilities of the secretary, which are not limited to taking calls and sweet smiles. We offer you a sample job description for the secretary of the head - the general director, the head of the department, the director of the branch, etc.

Secretary job description

APPROVE
CEO
Surname I.O. ________________
"________"_____________ ____ G.

1. General Provisions

1.1. The secretary belongs to the category of technical performers.
1.2. The secretary is appointed to the position and dismissed from it by order of the general director of the company.
1.3. Secretary reports directly to CEO/ head of the structural division of the company.
1.4. During the absence of the secretary, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the post of secretary: education - higher, incomplete higher or secondary specialized, experience of similar work from six months, knowledge of office equipment (fax, copier, scanner, printer), programs Microsoft Office(Word, Excel).
1.6. The secretary is guided in his activities by:
- legislative acts of the Russian Federation;
- Charter of the company, Internal labor regulations, other regulations companies;
- orders and directives of the management;
- this job description.

2. Duties of the secretary

The Secretary performs the following duties:
2.1. Carries out work on the organizational and technical support of the administrative and administrative activities of the head.
2.2. Accepts incoming correspondence for consideration by the head, transfers it in accordance with the decision made to structural divisions or a specific contractor for use in the process of work or preparation of answers.
2.3. Accepts documents and personal statements for the signature of the head.
2.4. Answers telephone calls, records and transmits official information to the head, organizes telephone conversations of the head.
2.5. On behalf of the head, he draws up letters, requests, and other documents.
2.6. Carries out work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Carries out control over the execution by employees of the enterprise of issued orders and instructions, as well as compliance with the deadlines for the implementation of instructions and instructions of the head taken under control.
2.8. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
2.9. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.11. Organizes business trips of the head: orders air and railway tickets, books hotels.
2.12. Performs individual official assignments of his immediate supervisor.

3. Rights of the secretary

The secretary has the right:
3.1. Receive information, including confidential information, to the extent necessary to solve the assigned tasks.
3.2. Provide management with suggestions for improving their work and the work of the company.
3.3. Request personally or on behalf of the head from the divisions of the enterprise and other specialists information and documents necessary for the performance of his duties.
3.4. Require management to create normal conditions for execution official duties and safety of all documents generated as a result of the company's activities.
3.5. Make decisions within your competence.

4. Responsibility of the secretary

The secretary is responsible:
4.1. For non-performance and / or untimely, negligent performance of their duties.
4.2. For non-compliance with current instructions, orders and orders for conservation trade secret and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety regulations and fire safety.

The post of secretary is classified into labor law How 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, a prerequisite for employment may 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 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 standard instructions, provisions that the employee will have to face in the process of labor activity;
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;
to possess, to the extent necessary for work, the administrative and legal framework of state regulations governing labor activity.

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

In case of forced absence this employee his powers can 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;
require the immediate supervisor to ensure a normal workplace and compliance with the rules of labor protection 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 with labor discipline, daily routine, violation of safety 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 on a business trip of 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 entitled 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 occupation, the duties of a secretary various organizations may somewhat different according to the list functional duties. 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, therefore, must have certain basic knowledge and have a higher education. His main goals:

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, arrange travel, sick leave, issue certificates to full-time employees for presentation at the place of demand;
promptly fulfill current orders management team.

court session

The profession belongs to the category of state executive service. Functions only in the courts. The staff member helps judicial work, participates in meetings, provides 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 current nomenclature of cases in the company;
execution of foreign translations;
partial combination of archivist functions.

Office Manager

The office manager is the secretary more general 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;
receive phone calls and forward them to their intended purpose;
coordinate the activities of service and lower-level 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 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 manager's workplace at an 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.

They represent the main part of the instructions for performing work activities for the designated work position. In addition to a list of certain recommendations that must be followed, such a document contains information about the requirements, rights, area of responsibility of the secretary, as well as general labor regulations. It should not be assumed that such professional position is simple and does not require consideration of certain nuances.

General Responsibilities

First you need to understand what the classic, unified job responsibilities of a secretary are. Briefly, they can be reduced to the following mandatory recommendations:

Knowledge Requirements

The duties of an employee may vary slightly depending on his main specialization. However, regardless of it, knowledge in the following areas for this position will be useful and very useful:

Fundamentals of labor and administrative legislation.
General norms of ethics and business etiquette.
Fundamentals of office work.
Safety engineering.
Rules for working with computing and reception and negotiation rooms, as well as office equipment.
Occupational Safety and Health.
Business correspondence requirements.

Among other things, it is impossible to properly perform the duties of a secretary without knowledge internal foundations activities of the enterprise, the schedule of activities, normative documents and much more.

Responsibilities of an Assistant Manager

The duties of a secretary to the head are not much different from general requirements above. He also receives and transmits correspondence, copies and archives documents, controls the communication of the head's orders to responsible persons, conducts the necessary office work, ensures the purchase of priority goods. Among other things, such a specialist should be able to deal with:

As a rule, such official duties of the secretary of the head can be performed by persons with higher, as well as secondary vocational education. In the latter case, a significant advantage is the presence of work experience in the profession from 2 years.

Rights of the secretary

It must be remembered that not only the duties of the secretary determine his work, the employee, of course, also has certain rights. So, they include the opportunity to get acquainted with the working drafts and the right to make rational proposals within the framework of their office instructions. In addition, if shortcomings are identified within their competence, the secretary has the right to draw the attention of the head to these aspects.

Requirements for the activity of a clerk

The duties of a secretary-clerk, as a rule, differ slightly from those described above. At the same time, the assistant manager, first of all, should ensure the activities of the authorities directly, while the clerk is mostly focused on paperwork. The instructions for his work activity must include such aspects as:

Requirements for the work of a court secretary

Much more significant changes include the duties of the secretary of the court session. As a rule, these specialists are directly involved in conducting and fixing court hearings. In addition, they prepare letters, requests and other documents, they can call the persons participating in the judicial debate. Similar active work can be performed by a person with both higher and incomplete higher education without relevant work experience. As a rule, this position is chosen by young men and women who wish to gain experience in the judicial field and further pursue their career in the field of law.

It may seem to some that such a vacancy does not require special knowledge and skills, so it will suit many, but this is not entirely true. What else does a court clerk do? His duties include:

upholding the constitution, federal laws and any other legal acts and orders.
Execution of orders of a judge or other authorized persons.
Interaction with other employees of the judicial structure to resolve issues that are within the competence of the secretary.

General information

The duties of the secretary-clerk, assistant manager and court employees are regulated by a special document called the job description. Its presence in any company is mandatory, because it is according to the specified list of rules that the employee understands what actions he must perform and what not. Such a document is developed and compiled with the participation of the management team and in without fail contains subsections such as general provisions, rights and obligations, area of responsibility, relationships of employees within the company, as well as necessary applications.