Job description for the head of the office

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Job description for the head of the office. Full document

Occupational Safety and Health

Occupational Safety and Health / Job descriptions

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I. General Provisions

The head of the office reports directly to _______.
The head of the office follows the instructions of _______.
The head of the office replaces _______.
The head of the office is replaced by _______.
Must know:

resolutions, orders, orders, other governing and regulatory documents of higher ones concerning the organization of office work;
state system of office work;
standards of the unified system of organizational and administrative documentation;
the structure of the enterprise, institution, organization;
organization of office work;
the procedure for compiling the nomenclature of cases, inventories of cases of permanent and temporary storage, established reporting, the timing and procedure for transferring cases to the archive;
workflow schemes;
the procedure for developing the nomenclature of cases, inventories of cases of permanent and temporary storage, established reporting;
the timing and procedure for submitting cases to the archive;
systems for organizing control over the execution of documents;
organizational technology and other technical means of managerial work;
fundamentals of economics, organization of production, labor and management;
fundamentals of labor law.

Qualification requirements:

basic or incomplete higher education in the relevant field of study (bachelor or junior specialist);
At least 1 year experience in office work.

II. Official duties

Office manager:

Organizes office work.
Ensures timely processing of incoming and outgoing correspondence, its delivery to its destination.
Controls the deadlines for the execution of documents and their correct execution.
Organizes work on registration, accounting, storage and transfer to the relevant structural units of documents of current office work, including orders and orders of management, on the formation of cases and their deposit.
Develops instructions for record keeping at an enterprise, institution, organization and organizes their implementation.
Takes measures to provide office workers with the necessary instructional and reference materials, as well as inventory, equipment, office equipment, technical means of managerial work.
Carries out methodological management of the organization of office work in departments, control over the correct formation, storage and timely delivery of files to the archive, preparation of certificates on compliance with the deadlines for the execution of documents.
Provides printing and reproduction of office documents.
Participates in the preparation of meetings convened by the management, organizes their maintenance, draws up documents for a business trip, registers employees arriving on a business trip to an enterprise, institution, organization.
Supervises office staff.

III. Rights

The head of the office has the right to:

Get acquainted with the draft decisions of the management of the enterprise regarding its activities.
Participate in the discussion of issues related to the performance of his duties.
Make suggestions for improving the work related to the provisions of this instruction.
Within the limits of his competence, inform his immediate supervisor about all those identified in the course of his activities, and make proposals for their elimination.
Require the management of the enterprise to assist in the performance of their duties.

IV. A responsibility

The office manager is responsible for:

For improper performance or non-performance of their official duties, as well as for non-use or directly to their rights provided for by this Job Description - to the extent determined by the current legislation of Ukraine.
For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of Ukraine.
For causing material damage - within the limits determined by the current labor legislation on labor of Ukraine.

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