General provisions of the secretary. The duties of a secretary. Basic rules for compiling the job description of a secretary

We bring to your attention typical example job description of the secretary of the head, sample 2020. 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 head secretary 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 and technical support of administrative and administrative activities of the head of the enterprise. Receives incoming correspondence for consideration by the head, transfers it in accordance with decision to structural divisions or to 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 telephone conversations head, writes down 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, timely brings to his attention the information received by 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 (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. 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 leader necessary funds organizational equipment, stationery, creates conditions conducive to its 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; printing rules business letters using standard forms; foundations of ethics and aesthetics; regulations business communication; 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,
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 of the organization.

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 organizations - within the limits established by the current labor and civil legislation of the Russian Federation.

Job description of the secretary of the head - sample 2020. The duties of the secretary of the head, the rights of the secretary of the head, the responsibility of the secretary of the head.

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 of business papers and documents, helps the boss in business, and 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.

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

Over time, the powers of the secretary have expanded significantly and today they can perform a wide variety of functions. Thus, there is a need for specialists 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 telephone 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

Resume sample

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 is 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.

Back to Leadership Responsibilities

The Secretary performs the following duties:

- Carries out work on the organizational and technical support of the administrative and administrative activities of the head.

- Accepts the correspondence received 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.

- Accepts documents and personal statements for the signature of the head.

- Responds to phone calls, captures and transmits official information to the head, organizes telephone conversations of the head.

- On behalf of the head, draws up letters, requests, and other documents.

- Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.

— Carries out control over the execution by the 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.

– Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of 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 submits them to the archive within the established time limits.

— Organizes business trips of the head: orders air and railway tickets, books hotels.

- Performs separate official assignments of his immediate supervisor.

The secretary has the right:

- Receive information, including confidential, to the extent necessary to solve the tasks.

— Submit proposals to the management to improve their work and the work of the company.

- 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.

— Require management to create normal conditions for the performance of official duties and the safety of all documents generated as a result of the company's activities.

- Make decisions within their competence.

The secretary is responsible:

— For non-performance and / or untimely, negligent performance of their duties.

— For non-compliance with current instructions, orders and orders for the preservation of trade secrets and confidential information.

- For violation of the internal labor regulations, labor discipline, safety regulations and fire safety.

Duties of the director
Former director
External management
operational management
Control system

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

Qualification characteristic- this is a regulatory document that establishes 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 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 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, 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 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; print order 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; fundamentals of the scientific organization of 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 scope 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 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, 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 "Job Evaluation" section may be added, and in recent years there has been an increasing number of "Organization of Work (Daily Schedule)" sections.

Section "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 a large organization - on the proposal of the head of the DOW service).

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, since 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 e-mails (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 this is primarily 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 the redistribution of duties of employees, a change in the types of work performed by the secretary, the introduction 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.

d.; 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 there is no secretary, the director is completely without hands.

The concept of a secretary and varieties
The concept of "secretary" wide enough. Translated from Latin, the word "secretarius" means "confidant".

Usually, the relationship between the secretary and the manager is quite trusting, and it should be so, because. oblige official powers.

The concept of a secretary today is quite complex and has many gradations, I will give an example of some of them:
Technical Secretary- works with office equipment (fax, multifunctional device, personal computer), uses the Internet, performs instructions for managers and employees, calls companies and institutions on behalf of the head, receives and sends messages by means of communication.
receptionist- receives incoming letters and faxes, messages by e-mail, answers phone calls, forwards them to departments or specific employees, meets visitors.
office secretary- accepts and analyzes correspondence, fulfills the instructions of the head and his deputies, typeset texts of documents, maintains documentation.
Assistant Secretary- not only a secretary, but also a specialist who is well acquainted with the activities of the company, which in some cases can make some independent decisions. The secretary-referent prepares reports of the head, searches for the necessary documentation for the head, plans the work day of the head, and resolves administrative issues within his competence.
Office Manager– ensures the functioning of the entire office: prepares materials for presentations, ensures uninterrupted transport service, clear communication, ensuring the operation of office equipment and the availability of stationery. The office manager is responsible for the appearance of the office; in a small institution, he can simultaneously perform the functions of a personnel officer.
In small commercial organizations secretaries, whatever they are called, are distinguished by the fact that they have to perform universal work.
The profession of a secretary is perhaps the closest to the profession of an actor. The specificity and complexity of the work of a secretary is due to the fact that he is always in sight, in the center of communication with management, colleagues, clients. A smile, a pleasant voice, a neat appearance, confident gestures and goodwill, regardless of mood, create a special atmosphere in the office.

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 position of secretary: education - higher, incomplete higher or secondary specialized, experience of similar work from six months, knowledge of office equipment (fax, copier, scanner, printer), Microsoft Office programs (Word, Excel).
1.6. The secretary is guided in his activities by:
- legislative acts of the Russian Federation;
— The Charter of the company, the Internal Labor Regulations, other 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. Performs work on the preparation of meetings and meetings held by the head (collecting the necessary materials, notifying participants of the time and place of the meeting, agenda, their registration), maintains and draws up minutes of meetings and meetings.
2.7. Carries out control over the execution by 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 taken under control.
2.8. Provides the workplace of the head with the necessary means of organizational technology, stationery, creates conditions conducive to the effective work of the head.
2.9. Organizes the reception of visitors, contributes to the prompt consideration of requests and proposals of employees.
2.10. Forms cases in accordance with the approved nomenclature, ensures their safety and submits them to the archive in due time.
2.11. Organizes business trips of the head: orders air and railway tickets, books hotels.
2.12.

Performs individual official assignments of his immediate supervisor.

3. Rights of the secretary

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

4. Responsibility of the secretary

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

If after reading this article you have not received a clear answer, seek quick help.

The secretary is an initiative employee of the office, who is entrusted with a wide range of responsibilities: these are answering phone calls, registering correspondence, organizing meetings, and conducting office work, as well as fulfilling all the instructions of the head and making independent decisions within his competence.

The purpose of the work of the secretary is to ensure effective managerial and administrative activities enterprises.

The concept of "secretary" hides people of various professions:

Receptionist- receives and distributes telephone calls, meets visitors and performs small assignments of the head. The position does not require special education. Sometimes such an employee is charged with the purchase of water or stationery. In terms of prestige, this place is at the lowest rung of the career ladder.
Assistant Secretary- This is a fairly responsible position and is in many ways similar to the work of an office manager. It is required to prepare design solutions, edit documents, compose texts for the boss's speech at various events. Control over the work of other employees also lies with the assistant secretary. A profession can be obtained after studying at a specialized school, training center or after graduating from a secondary specialized educational institution.
Assistant Manager - to take the place of an assistant is considered honorary. The clerk must not only establish a trusting relationship with the manager, but also have stress tolerance and self-confidence. A specialist of this level needs to solve organizational and administrative problems, organize the work of staff.

In addition to the main areas mentioned above labor activity secretary, there are additional names of this profession, which have some features.

So, technical secretary you need to be able to type 145 characters per minute without looking at the keyboard, using all ten fingers at once. Such a person should bring his work with office equipment to automatism and engage in telephone service.
For secretary-translator in addition to basic functions, it is important to be proficient in foreign language to participate in negotiations with foreign business partners.
In charge clerk includes systematization of the institution's documentation, as well as work with the archive, registration of correspondence, and issuance of invoices.
Administrative and economic issues fall on the shoulders office secretary. In addition to maintaining business correspondence, you need to book tickets and hotels, meet guests and partners, follow the orders of the head.
A position with a slightly unusual specifics of work for this profession - court clerk. The place of work of such a specialist is the court. The employee checks the attendance of the people summoned to the court session, keeps minutes of the court session, prints judicial acts, and follows all the instructions of the judge.

History of the secretary profession

If we open the curtain of history and go in search of an answer to the question: where did the profession "secretary" come from, then, most likely, the path will lead us to scribes and chroniclers. These people were engaged in correspondence, kept a record of the orders and decrees of the king, recorded events in chronological order.

It was also difficult for statesmen and politicians to do without an assistant . In Russia, the secretary position was introduced by Peter I in 1720, placing high demands on the profession. The work of the secretary was trusted to people with knowledge of the laws, education and knowledge of all the intricacies of the profession.

Since 1840, the heads of many enterprises began to appoint assistants to their personal secretaries. However, people without special skills were not taken to this position. So, secretarial courses began to open. Interestingly, at first they appeared in Kharkov, and in the USA only after eleven years.

Scientific - technical progress developed rapidly: carbon copies and typewriters remained in the past, endowing today's secretary's workplace with modern computers, fax machines and other office equipment.

The professional holiday of the "secretary" is usually celebrated on the last Wednesday of the full week of April.

Advantages and disadvantages

The profession undoubtedly has an advantage in advantages:

the possibility in some cases of combining study and work;
lack of physical activity;
comfortable working conditions in a warm room;
useful communication skills and the acquisition of profitable connections;
You can always use a photocopier for personal purposes.

Disadvantages:
the need is constantly in sight of the boss;
you need to look perfect every day, because the solidity of the company is often judged by appearance employees;
uniformity and routine work (in small institutions);
in some companies it is difficult to fulfill oneself;
irregular work schedule.

Job requirements for a secretary

Candidate for this profession First of all, you must:

have an average or higher education;
be able to use a personal computer and be able to work with the Microsoft Office software package;
know the basics of office work;
have basic knowledge in the field of activity of the secretary;
know standard office procedures;
if necessary, speak English.

Responsibilities of the secretary

The heads of small firms want the secretary to:

looked through the correspondence;
sorted and registered incoming and outgoing mail;
answered phone calls;
ensured the life of the office (ordering water);
communicated with clients;
supervised the execution of various tasks.

In more reputable companies, the duties of a secretary can be much wider. The clerk is asked to:

organize a reception or meeting;
plan out work time leader;
purchase stationery and other things;
order a hotel or air tickets for the boss or employees;
keep minutes of the meeting;
prepare negotiations with business partners.

The secretary is obliged to deal with office work.

Responsibility of the secretary

In some companies, the position of secretary does not have to be responsible for anything, in others he is burdened with material and disciplinary responsibility, in addition to being busy with his official duties.

If the secretary loses any important documents, not a specialist, but entity, i.e. company.

The secretary may be a financially responsible person and monitor the availability of basic material assets that are in the office in his account: furniture, office equipment and others.

Powers of the secretary

The head is obliged to provide all the necessary information so that the secretary can cope with the task. This also applies to confidential data.

The secretary can discuss with the manager questions about his vision, how to improve his work and the work of the organization.

He has the right:
ask employees of the company necessary documentation to comply with the points of their job description;
require the manager to take measures to ensure the safety of documentation and material assets;
resolve production issues within its competence.

Features of the profession

The post of secretary is the privilege of women. It is their leaders who want to see their assistants. This is due to the female ability to show flexibility, to prevent the boss's aggression, to catch his mood and character traits. The beautiful half will be able to make a business office comfortable and impress partners.

However, a man can apply for the position of assistant manager, getting a job in a large company.

Professional skills and abilities of a secretary

To work as a secretary, it is important:

be on "you" with a personal computer;
have a culture of communication;
be able to find an approach to visitors;
be meticulous and punctual.

Some companies see a person with knowledge of foreign languages in the position of secretary.

Personal qualities of a secretary

If you ask a question to the heads of various enterprises about what character traits his personal secretary should be endowed with, then we can assume that their answer will be unambiguous:

communication and responsibility
punctuality and organization
tolerance and stress tolerance.

In addition, they note a presentable appearance, beautiful speech, good memory.

After talking with the company secretary, the visitor should be confident that he will be helped to resolve his issue here.

Career

The position of secretary is shrouded in myths about the difficulties associated with moving up the career ladder. In part, this is true. But this is only partly - it all depends on each person personally.

Someone already in 1-2 years shows himself from the best side and confidently moves forward towards numerous prospects, and someone has a lot of secretary positions.

Smart and enterprising employees can find themselves a more impressive place within the same company, becoming, for example, an assistant manager, and then a manager or even a director.

Where to work as a secretary

Secretaries are needed:

various organizations and firms;
courts, lawyers and notaries.

A secretary is required big company as well as in small businesses.

How much does a secretary earn

It is impossible to name any fixed amount if we talk about the average monthly salary of people holding the position of secretary.

State institutions do not indulge their clerks with high salaries and pay them about $300. But if you go to work for a big foreign company, then you can increase your income to $ 1,000.

Education

When applying for a vacancy as an assistant to the head, people with a higher education or a certificate of graduation from a specialized training center for secretaries are considered. Sometimes training can be done at a company that agrees to hire you.

You can work as a secretary without higher education, but reputable companies want to see graduates in their team with knowledge of office work, ethics of business communication, psychology, shorthand and speed reading, the ability to work in 1C and masterfully manage office equipment.

Alexander Yurievich

Director of recruitment agency

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

General Responsibilities

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

Knowledge Requirements

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

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

Among other things, it is impossible to properly perform the duties of a secretary without knowledge internal foundations activities of the enterprise, the schedule of activities, regulatory 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, and ensures the purchase of priority goods. Among other things, such a specialist should be able to deal with:

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

Rights of the secretary

It must be remembered that not only the duties of the secretary determine his work, the employee, of course, also has certain rights. So, they include the opportunity to get acquainted with 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 should primarily ensure the activities of the authorities directly, while the clerk is mostly focused on paperwork. The instructions for his work activity must include such aspects as:

Requirements for the work of a court secretary

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

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

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 being developed and compiled with the participation of management team and without fail contains such subsections as general provisions, rights and obligations, area of responsibility, relations between employees within the company, as well as necessary applications.

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 general director/head of the structural subdivision.

3. The appointment or dismissal of the secretary is carried out by order of the general director.

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 of business communication and etiquette;
organization of office work;
fundamentals of civil labor law RF;
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 activity is guided by:

the 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 the 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 necessary information, registers, informs 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. Make independent decisions within their competence.

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

3. Make demands on the management to create normal conditions for the performance of their official duties, the safety of 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 employees of structural divisions necessary materials and explanations of the reasons for the violation of the deadlines and quality of the tasks, instructions of the management.

IV. Responsibility

The Secretary is responsible for:

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

2. 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. Mishandling personal information, transfer of confidential information, trade secrets.

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

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

8. Violation of etiquette, norms of business communication.

court clerk

The secretary of the court session is a civil servant and works only in the courts. He 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.